Administrative Support 4

3 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Support 4

Department

Executive Leadership Support | Dean of Arts Office

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

October 1, 2024

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

This is a senior administrative assistant position providing support to the Associate Dean Innovation and Strategy and the Associate Dean Research and Graduate Studies. The Associate Dean Innovation and Strategy is responsible for the external review process, international student recruitment, instructional skills and technology, non-credit initiatives, and strategic planning for the Faculty. The Associate Dean Research and Graduate Studies is responsible for coordinating graduate student activities (especially funding and research grants for the Faculty of Arts, oversees Faculty-supported journals, and works directly with the Vice President Research and the Faculty of Graduate Studies.

The administrative assistant is expected to organize administrative systems and complete tasks and special projects that support the work of the Associate Deans. The position requires a thorough knowledge of office routines, University policies and procedures as well as data collection, analysis and presentation.

Organizational Status

The position interacts regularly with other Associate and Assistant Deans, Dean s Office staff, Faculty Service Units (Arts ISIT, Arts Academic Advising, Arts Co-op, Arts Development, Arts Communications); Heads, Directors, and Chairs of Departments, School, Institutes, and Programs in the Faculty, and faculty, staff, and students from all areas and levels of the University. This position also liaises with other Deans offices, the President s office, the Equity office, advisory board members, and offices external to the University.

Work Performed

GENERAL DUTIES:

- Provides support to two Associate Deans, schedules appointments and meetings, determines urgency and importance; keeps Associate Deans informed on a variety of administrative details
- Responds to oral and written inquiries of an interpretive nature based on a thorough knowledge of the work of the Associate Deans, the Dean s Office, the University and Dean s Office mission
- Sets up and maintains systems for the Associate Deans
- Takes initiative on administrative details, composes complex correspondence, collects data, organizes, analyzes and presents in appropriate format, whether tables, spreadsheets, or graphs
- Assists both Associate Deans as directed with communications within the Faculty of Arts, within UBC and to the external world, about research activities and related events
- Prepares a variety of reports, letters and other miscellaneous documents from drafts
- Prepares financial requisitions for the Associate Deans expenses; keeps records of expenses
- Makes travel arrangements for the Associate Deans
- Contacts senior officials both within and external to UBC on behalf of the Associate Deans and with reference to their work
- Acts as resource person and resolves any discrepancies by exercising sound judgment and clarifying University policies and procedures
- Shares responsibility with other staff in the Dean s Office for setting up and maintaining records of the office and administrative procedures required for the smooth running of the Dean s Office
- Coordinates special events for the Associate Deans and/or works with others to coordinate special events for the Dean s Office
- Pitches in/supports other staff in the office when needed
- Acts as receptionist when required (e.g. shares relief reception duties)
- Performs other duties related to the qualifications and developing needs of the job

DUTIES SPECIFIC TO THE ASSOCIATE DEAN INNOVATION AND STRATEGY:

- Coordinates department and program external review process: contacts and arranges travel and accommodation for external reviewers; prepares biographical notes on members of Review Committees; prepares agendas for the Associate Dean s welcome and arranges logistics of site visits by Review Committees; works with departments to coordinate and schedule meetings with department members and Review Committees; collects and organizes material submitted by departments for distribution to Committee members; anticipates and attends to needs of Review Committees; books travel and accommodations for Review Committees; follows up with Committee members to arrange expense reimbursements and to receive R

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