Executive Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Executive Assistant

Department

Administrative Management | Department of Pathology and Laboratory Medicine | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

September 22, 2024

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

The anticipated start date for this position is October 15, 2024. This position is ongoing.

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
The Executive Assistant provides confidential administrative support to the Department Head, and Director, Human Resources and Administration (Director). The incumbent utilizes a high level of judgement, professionalism and sensitivity in dealing with students, faculty, staff, Hospital Site Heads, government agencies, vendors and other officials. A thorough knowledge of the department, programs, policies and procedures of the Department and of the University is essential.

Organizational Status
This position works under the direction of the Department Head, and Director. The position plays a key role in the Department by providing day-to-day administrative support to the Department Head and Director and planning major Departmental events.

Work Performed

Assistant to the Head and Director
- Provides executive administrative support to the Department Head, and Director:

- Organizes the calendar of the Head (and at times the Director ) by performing duties such as scheduling meetings, conferences, and appointments, identifying and communicating high priority requests, and coordinating with other schedules; minimizes Head's travel time where possible.
- Collects, reads, sorts, and prioritizes all paper mail addressed to the Department Head, and Director of the Department, including confidential mail. Receives packages sent to the Department.
- Screens all incoming materials, referring matters for reply or additional information and prioritizing for the attention of the Department Head, and Director.
- Schedules Committee meetings and periodic meetings for faculty members for promotion and/or tenure.
- Provides support to the Department Head with teaching, scholarly, and clinical activities.
- Makes travel and hotel arrangements for the Head; selects and assembles a schedule of meetings that the Department Head would need to attend at out-of-town conferences.
- Arranges for a Faculty alternate to review and sign appointment forms and/or grants during Head's absence; notifies appropriate parties of this alternate signing authority.
- Drafts and edits letters, memoranda and reports, and generates and compiles statistical data and reports, as needed.
- Completes and retrieves commitment letters for personal research/scholarship awards - notifies faculty of deadlines.
- Drafts correspondence for the Head, including but not limited to letters of recommendation for scholarship funding.

General Administration
- Schedules Departmental Meetings, collects information, and develops agendas, materials and takes minutes for Departmental Meetings. Distributes approved minutes to the appropriate members.
- Books meeting rooms, zoom calls and presentation equipment when required; arranges catering.
- Provides information regarding UBC policies and procedures and answers enquiries from staff, faculty and visitors.
- Oversees the staff and faculty awards nomination processes for the various Faculty, Department, University and external awards, including proactively managing deadlines and supporting the Chair by completing information needed for the Committee, soliciting referee requests, retrieving nominations from the website and coordinating nomination packages to the Committee and relevant stakeholders.
- Pro-actively coordinates and supports the submission process of the annual activity reports for faculty, ensuring their information is updated in a timely manner.
- Oversees and arranges the contract renewal of all office equipment, including the printers/copiers, such as communicating with vendors, reviewing contractual documents and obtaining financial approval.
- Contacts hospital, government agencies and faculty officials to obtain, clarify and disclose information when necessary.
- Oversees and maintains the confidential Departmental administrative physical and electronic files.
- Assesses and delegates the workflow for the Work Learn student in the Administration Office to ensure everything is completed in a timely manner and that division of tasks is suitable.
- Delegates the workflow for the HR Assistants when the incumbe