Administrative Assistant

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr7)
Job Title
Administrative Assistant
Department
Research Programs & Administration | Office of Research | Faculty of Medicine
Compensation Range
$4,594.00 - $4,827.00 CAD Monthly
Posting End Date
December 26, 2024
**Note**: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Job Summary
The Administrative Assistant provides administrative support to the Associate Dean, Research and the Associate Director, Research Programs and Administration. They will be responsible for managing all aspects of the Associate Dean, Research and Associate Director, Research Programs and Administration's intensive and demanding calendar including the scheduling of large group and committee meetings, booking of travel arrangements, and organizing catering arrangements. They will be expected to accommodate requests to meet with either or both of the Associate Dean, Research and Associate Director, Research Programs and Administration, identify urgent matters of high importance and independently redirect and/or resolve inquiries and issues as appropriate based on the understanding of the Associate Dean, Research and Associate Director, Research Programs and Administration's portfolio and priorities and decide which enquiries, requests and problems to handle on own initiative. Manages the Associate Dean, Research and Associate Director, Research Programs and Administration's commitments, requests for information, meetings and makes the appropriate linkages with the other members of the FoM Dean's Executive team. The Administrative Assistant will also provide the above support to the Vice Dean of Research and Senior Director, Research Programs when the Executive Assistant and Coordinator is away.
The position will be based at the UBC Vancouver Campus. The incumbent will be required to work flexible hours with occasional travel to other sites (e.g., Diamond Health Care Centre) to support operational activities within the Office of Research.
Organizational Status
**Our Vision**: To Transform Health for Everyone.
Ranked among the world's top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 11,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.
The Faculty - comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well as approximately 650 full-time academic and 8,500 clinical faculty members, is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally-based centres across the province.
This position reports to the Associate Director, Research Programs and Administration and is part of the larger Research team. All members of the team support each other and will have tasks assigned and/or distributed as necessary by the Associate Director, Research Programs and Administration.
Work Performed
ADMINISTRATIVE SUPPORT TO ASSOCIATE DEAN, RESEARCH AND ASSOCIATE DIRECTOR, RESEARCH
Provides complex and confidential administrative support to Associate Dean, Research and to the Associate Director, Research Programs and Administration.
Maintaining online calendars, scheduling appointments and meetings for the Associate Dean, Research and the Associate Director, Research Programs and Administration.
Adapt appropriately to changing requirements and needs in regard to scheduling details.
Maintain regular communication with the both the Associate Dean, Research and Associate Director, Research Programs and Administration to ensure the calendar is up to date and aware of all items.
Coordinates the Associate Dean, Research and Associate Director, Research Programs and Administration's electronic calendar and screens requests for appointments. Dealing with a high volume of requests, exercises tact and discretion in prioritizing requests for appointments.
Gathering agenda and meeting materials for scheduled meetings and appointments.
Booking rooms and arranging catering for meetings as required.
Ensures Associate Dean, Research and Associate Director, Research Programs and Administration's correspondence requesting information or meetings is tracked and followed up.
Coordinates all travel arrangements for the Associate Dean, Research; the Associate Director, Research Programs and Administrati