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Assistant to Ad Research, Equity, and Director Grad Studies
2 months ago
This is a senior administrative assistant position providing support to the Associate Dean Research, the Associate Dean Equity, and the Director, Graduate Studies. The successful candidate will be responsible for organizing administrative systems, completing tasks and special projects, and providing administrative support to the Associate Deans and the Director.
Key Responsibilities- Provide administrative support to the Associate Deans and the Director, including scheduling appointments and meetings, determining urgency and importance, and keeping them informed on administrative details.
- Respond to oral and written inquiries of an interpretive nature based on a thorough knowledge of the work of the Associate Deans and the Director, the Dean's Office, and the University.
- Set up and maintain systems for the Associate Deans and the Director, including data collection, analysis, and presentation.
- Assist the Associate Deans and the Director with communications within the Faculty of Arts, within UBC, and to the external world, and about activities and events relevant to their portfolios.
- Prepare a variety of reports, letters, and other miscellaneous documents from drafts.
- Make travel arrangements as needed for the Associate Deans and the Director.
- Contacts senior officials both within and external to UBC on behalf of the Associate Deans and Director with reference to their work.
- Act as a resource person and resolve any discrepancies by exercising sound judgment and clarifying.
- Prepare expense reports for the Associate Deans and Director's expenses; keep records of expenses per University policies and procedures.
- Share 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.
- Coordinate special events for the Associate Deans and Director and/or work with others to coordinate special events for the Dean's Office.
- Assist/support other staff in the office when needed.
- Act as receptionist when required.
- Conduct research and collect data in the areas of research and awards; organize and analyze data, present it in advanced Excel spreadsheets, graphs, and charts as directed by the Associate Dean.
- Coordinate various Faculty Research Awards and the Dean of Arts Mentorship Award.
- Coordinate meetings of award adjudication committees, including the preparation and send out of adjudication materials; coordinate other relevant research-related meetings.
- Schedule and organize meetings of Arts Equity Leads - two meetings/year.
- Support the Associate Dean in the scheduling and organization of meetings/events relevant to the portfolio, including initiatives with Heads and Directors around the Indigenous Strategic Plan (ISP); EDI workshops with an Arts focus; equity-related speaker series in Arts.
- Support the Associate Dean with the Scholars at Risk Program.
- Maintenance of the listserv of department equity leads.
- Coordinate 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 Review Reports from Committee Chairs; tracks departmental responses to Review Reports.
- Support the development of strategies to increase funding to graduate students and for other special initiatives by performing administrative support such as researching and compiling information, tracking current funding, and scheduling related meetings; supports correspondence around graduate funding and BPOC allocations.
- In consultation with the Director, Graduate Studies, organize Graduate Council membership for forwarding to the Faculty of Graduate and Postdoctoral Studies.
- Coordinate the Killam Graduate Teaching Assistant Awards, the Governor General Gold Medal Awards, and the BPOC Graduate Excellence Awards.
- Coordinate meetings of award adjudication committees, including the preparation and send out of adjudication materials.
- Liaise with departmental Graduate Advisors; arrange meetings for advisors and the Director.
- Coordinate and act as a liaison with students for the Faculty of Arts Graduate Student Research Awards.
- May be called upon to maintain communication and information with the Faculty of Graduate and Postdoctoral Studies and work on development of graduate policies for the Arts Faculty within the University.
- Maintenance of the listserv of Grad Chairs/Advisors.
- Willingness to respect diverse perspectives, including perspectives in conflict with one's own.
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.
- High School graduation and two-year post-secondary diploma.
- 4 years related experience or the equivalent combination of education and experience.
- Ability to resolve problems, to accept responsibility, and to communicate effectively in both verbal and written form and to work effectively with people of diverse cultural backgrounds.
- Must have a very high level of skill with regard to PC use, including word processing, data base, and spreadsheet programs (particularly MS Word and Excel), and must be able to apply these systems and applications to the complexity of data and work.
- A high level of accuracy is required (attention to detail).
- Ability to manage e-mail (Outlook, FASmail) and to contribute to website management (WordPress).
- Ability to type 50-60 wpm; operate office equipment such as calculators, copy machines, and data projectors; input data and draw data from University systems such as SIS, PAIR, Workday, and ORS.
- Ability to schedule and prioritize workload a necessity.
- Ability to exercise initiative, tact, and discretion and maintain a positive attitude.
- Ability to be congenial and diplomatic, to work in tight quarters, and be respectful of others, to work under pressure to meet deadlines, to work both independently and in a team environment.
