Administrative Assistant to Associate Deans, Students

Job SummaryThis position provides confidential senior administrative support to the Associate Dean, Academic, and the Associate Dean, Students, in the Faculty of Science. Responsibilities include managing complex executive calendars, prioritizing and coordinating meetings, and responding to inquiries with sound judgement and professionalism. The role involves preparing correspondence and materials; handling confidential documents; and coordinating events and travel. The position supports student and academic affairs, including the application and adjudication processes for teaching and undergraduate awards, and Student Experience of Instruction course surveys. The incumbent works with minimal supervision, ensuring accuracy, timeliness, and attention to detail in all tasks.This is a full-time position. On occasion, flexibility in scheduled work hours may be required to accommodate special events. Organizational StatusThis position is a key part of the administrative support team in the Dean's office; interpersonal skills and the ability to build successful working relationships with a team of colleagues both inside the Dean’s office and externally is essential. The position reports to the Sr. Manager Academic Initiatives and Administration, who may provide some work direction, but works most closely with the Associate Deans, the Manager of Academic Integrity and Awards and staff supporting the undergraduate programs and administrative activities in the Dean’s office. The incumbent works collaboratively with staff and leaders in the Science Departments, UBC executive offices, government, and the general public.This position represents the Dean's office in providing advice and guidance to Science Departments. It is connected to the Science Advising office, and operates as an extension of that office administratively and also as a member of the Dean's office administrative team. It participates in the activities of both groups as appropriate. Fosters a strong and supportive working relationship with colleagues within and outside of Science.Work PerformedAdministrative Support for Associate Deans:Provides high-level and complex calendar management for Associate Deans, strategically prioritizing appointments and managing competing demands with discretion and sound judgment in accordance with each Associate Dean’s preferred prioritization approach.Plans and executes logistics for meetings and events, including agenda coordination, briefing materials, A/V and virtual setup, catering, and post-meeting action tracking.Serves as the primary liaison for students, faculty, and external stakeholders, managing sensitive and complex inquiries with professionalism, diplomacy, and confidentiality.Drafts, edits, and manages confidential correspondence, reports, and communications on behalf of the Associate Deans, often under tight timelines and with minimal direction.Coordinates the review and approval workflow of time-sensitive documents and communications, ensuring alignment with institutional standards and expectations.Prepares high-quality presentations, reports, and procedural documents to support academic leadership and decision-making.Coordinates domestic and international travel arrangements, including itinerary planning, documentation, and policy-compliant expense processing and reimbursements.General Administrative Support for Student Affairs and Awards: Provides administrative support for student and academic matters with tact and discretion, including liaising with students, scheduling meetings, sending official communication, and performing other duties as required. Coordinates and manages the nomination and adjudication processes for several Killam awards (e.g., Killam Teaching Awards and Graduate TA Awards), including collecting nominations, organizing committee meetings, compiling documentation, and communicating with nominees and stakeholders, while ensuring deadlines are met and required materials are complete and accurate. Supports undergraduate award and funding processes by coordinating calls for applications, compiling submissions, assisting with adjudication logistics, and preparing communication to applicants.Provides administrative support for Student Experience of Instruction (SEI) course survey processes, including preparing course and instructor data, liaising with academic units and UBC offices, and ensuring timely and accurate survey administration.Provides support for processing applications and access to Science student-related events and facilities (e.g. special occasion licenses in Science venues).Dean’s Office Administrative Support:Provides vacation and leave coverage for Dean’s Office administrative staff, including reception and executive assistance functions as needed.Reception Coverage: Provides front-line reception support during staff absences, including greeting visitors, managing incoming inquiries, and directing individuals to appropriate contacts or resources within the Dean’s Office.Offers backup executive support to senior leaders during planned or unplanned absences of administrative staff. This may include managing calendars, scheduling meetings, preparing documents, and coordinating logistics for events or travel.Assists with routine administrative tasks to ensure the smooth functioning of the Dean’s Office, including mail distribution, supply ordering, document handling, and responding to general inquiries.Consequence of Error/JudgementThis position supports the Academic and Student portfolios within the Dean’s Office, where work frequently involves highly sensitive and confidential matters, including student appeals, academic misconduct, conflict of interest, and compliance with institutional and government policies. Errors in judgment, failure to prioritize appropriately, or the release of confidential information could compromise individual privacy, escalate conflict, or result in reputational harm to the Faculty of Science and the University. Inaccurate or unclear communication could lead to misinformation, delays in critical decision-making, or breaches of trust among students, faculty, and external stakeholders. The incumbent is expected to exercise a high degree of discretion, accuracy, and professionalism in all aspects of the role.Supervision ReceivedReports formally to the Senior Manager, Academic Initiatives and Administration and takes work direction from the Associate Deans and the Academic Integrity and Awards Manager. Performance will be evaluated against set objectives.Supervision GivenMay be required to supervise temporary employees on a project by project basis.Minimum QualificationsHigh School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.- 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 inclusionPreferred QualificationsAn undergraduate degree is an asset, as is familiarity with UBC B.Sc. requirements and curricula. Relevant experience supporting UBC senior administration is preferred.Experience in an academic Department or Dean's Office, particularly in roles supporting students or academic programs, is preferred.Experience with and knowledge of UBC Policies and Procedures preferred.Excellent organizational skills including the ability to prioritize work, multi-task, work under pressure, adapt to change, and meet deadlines.Skilled at managing complex scheduling (Outlook), resolving conflicts, and organizing day-to-day activities.Ability to be thorough and maintain a high level of accuracy and attention to detail.Highly effective interpersonal skills and the ability to interact with a diverse group of people in a calm, courteous, and professional manner; able to build and maintain productive working relationships.Ability to work independently and exercise sound judgment and discretion on a daily basis.Ability to take initiative and self-direct in a fast-paced and evolving environment.Ability to determine the nature and urgency of inquiries and issues and triage or direct appropriately.Ability to exercise tact and discretion when handling sensitive matters.Ability to communicate effectively, both verbally and in writing – able to compose and edit sensitive correspondence, reports, and presentations using clear, professional language.Intermediate proficiency in Outlook, Word, Excel, PowerPoint, Teams, OneDrive, SharePoint, Zoom, Qualtrics and Adobe Acrobat.Experience with UBC systems such as Workday and Canvas. Ability to assist with physical meeting setup, including catering, table arrangements, and A/V equipment.