Administrative Assistant to Associate Deans, Students

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Assistant to Associate Deans, Students & Academic

Department

Administrative Support | Dean's Office | Faculty of Science

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

July 21, 2025

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 Summary

This is a full-time position. On occasion, flexibility in scheduled work hours may be required to accommodate special events.

Organizational Status

This 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 Senior 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. Will also work 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 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 Performed

Administrative 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.- 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 mínimal 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.

Student & Event Coordination:
- Supports student groups (e.g., Science Undergraduate Society) with facility access Student Awards and Grants Support:
- Killam Teaching Awards Coordination: Manages the full adjudication process for the Killam Teaching Awards, including collecting nominations, organizing committee meetings, compiling documentation, and communicating with nominees and stakeholders.- Graduate TA Awards Support: Coordinates the nomination and documentation process for the Killam Graduate Teaching Assistant Awards, ensuring deadlines are met and required materials are complete and accurate.- Outreach Grant Administration: Supports the Faculty of Science Outreach Grant Competition by coordinating calls for proposals, compiling submissions, assisting with adjudication logistics, and preparing communication to applicants.- Student Experience of Instruction (SEI): Provides administrative support for SEI course survey processes, including preparing course and instructor data, liaising with academic units and UBC offices, and ensuring timely and accurate survey administration.

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, pr