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Assistant to The Head and Communications Assistant
3 weeks ago
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr8)
Job Title
Assistant to the Head and Communications Assistant
Department
Administrative Support | Department of Anthropology
Compensation Range
$4,739.00 - $5,102.00 CAD Monthly
Posting End Date
November 26, 2024
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Aug 8, 2025
This is a term position for leave replacement with a term end date on August 8, 2025.
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
Providing advanced senior level administrative assistance to the Head of the Anthropology Department, the incumbent organizes and completes the administrative tasks of the department, requiring a thorough knowledge of office routines, department functions and UBC policies and procedures. Responsible for maintaining and updating department procedures and processes under the guidance of the Department Head and Manager of Administration, this role alerts and advises the Department Head and Manager of Administration on routine procedures and complex or unique situations or problems. The incumbent oversees all human resources processes for faculty members, sessional, lecturers, researchers, associates and visitors/affiliates members including appointment, reappointment, promotion and tenure, merit/psa processes for tenure/tenure-track faculty members, and the recruitment of new faculty members or retirement of faculty, in addition to assisting the Manager of Administration with staff appointments where appropriate. This role is in charge and oversees communications and publicity activities for the department. The incumbent may also initiate or lead special projects on behalf of the Department Head or Manager of Administration.
Organizational Status
Reporting to the Manager of Administration and to the Department Head, the incumbent works independently on most tasks, seeking guidance from the Department Head or Manager of Administration with new or complex issues. The incumbent works with faculty, staff, students, and researchers and liaises with numerous University offices including the Dean of Arts Office, Faculty Relations, Human Resources, Payroll, Arts IT, UBC IT, Arts Communications and UBC Communications and Marketing. This role is responsible for providing orientation and initial training/materials to new faculty, staff and student employees on policies and procedures including safety and privacy matters and supervises at least one student throughout the year.
Work Performed
Administrative Support and Human Resources
- Provides day-to-day senior level administrative support to the Department Head which includes responding to complex inquiries and providing information of a complex nature on behalf of the Department Head, and composes complex correspondence
- Coordinates and works with the Department Head and Manager of Administration to develop administrative policies and procedures for the Department
- Acts as the ASC-HR Analyst Faculty Workday Support
- Maintains the Department Head's schedule; responsible for notifying faculty members, Dean of Arts, etc., when Head is off campus; ensures all materials are prepared in advance of meetings, maintaining bring forward items for the Head. Attends meetings and takes notes as appropriate
- Attends Department meetings, initiates call for agenda items, gathers information, prepares agenda, takes minutes, distributes minutes and tracks follow-up items
- Drafts and edits reports, compiling data and conducting routine research on various topics for the Department Head. Coordinates the process for Department Review - to collate data collected by the Review Committee, as directed by the Department Head and Manager of Administration
- Responsible for ensuring that the Teaching/Course Evaluations on file/online are updated and complete. Coordinates, handles, prepares, enters, compiles and submits needed and required documents and materials for Integrated Sessional Information System (ISIS), Promotion and Tenure (P&T) procedure. Responsible initiating the information into WORKDAY such as Position Management, eRecruit, ePAF.
- Organizes Department special events along with the designated staff and Faculty point person/Committee Members, such as Imagine Day, graduation receptions, Seminar Series (Colloquia and Hawthorn Lectures), orientation for new faculty members and sessional Instructors, end-of-term celebrations and various rites of passage etc. as requested by the Department Head or Manager of Administration and communicates event requirements to appropriate staff for
