Job Description

Staff - UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr7)Job Title Administrative Support 4Department Executive Leadership Support | Dean of Arts OfficeCompensation Range $4,594.00 - $4,827.00 CAD MonthlyPosting End Date October 1, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateAt 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. SummaryThis is a senior administrative assistant position providing support to the Associate Dean Innovation and Strategy and the Associate Dean Research and Graduate Studies. The Associate Dean Innovation and Strategy is responsible for the external review process, international student recruitment, instructional skills and technology, non-credit initiatives, and strategic planning for the Faculty. The Associate Dean Research and Graduate Studies is responsible for coordinating graduate student activities (especially funding and research grants for the Faculty of Arts, oversees Faculty-supported journals, and works directly with the Vice President Research and the Faculty of Graduate Studies.The administrative assistant is expected to organize administrative systems and complete tasks and special projects that support the work of the Associate Deans. The position requires a thorough knowledge of office routines, University policies and procedures as well as data collection, analysis and presentation.Organizational StatusThe position interacts regularly with other Associate and Assistant Deans, Dean s Office staff, Faculty Service Units (Arts ISIT, Arts Academic Advising, Arts Co-op, Arts Development, Arts Communications); Heads, Directors, and Chairs of Departments, School, Institutes, and Programs in the Faculty, and faculty, staff, and students from all areas and levels of the University. This position also liaises with other Deans offices, the President s office, the Equity office, advisory board members, and offices external to the University.Work PerformedGENERAL DUTIES:- Provides support to two Associate Deans, schedules appointments and meetings, determines urgency and importance; keeps Associate Deans informed on a variety of administrative details
- Responds to oral and written inquiries of an interpretive nature based on a thorough knowledge of the work of the Associate Deans, the Dean s Office, the University and Dean s Office mission
- Sets up and maintains systems for the Associate Deans
- Takes initiative on administrative details, composes complex correspondence, collects data, organizes, analyzes and presents in appropriate format, whether tables, spreadsheets, or graphs
- Assists both Associate Deans as directed with communications within the Faculty of Arts, within UBC and to the external world, about research activities and related events
- Prepares a variety of reports, letters and other miscellaneous documents from drafts
- Prepares financial requisitions for the Associate Deans expenses; keeps records of expenses
- Makes travel arrangements for the Associate Deans
- Contacts senior officials both within and external to UBC on behalf of the Associate Deans and with reference to their work
- Acts as resource person and resolves any discrepancies by exercising sound judgment and clarifying University policies and procedures
- Shares responsibility with other staff in the Dean s Office for setting up and maintaining records of the office and administrative procedures required for the smooth running of the Dean s Office
- Coordinates special events for the Associate Deans and/or works with others to coordinate special events for the Dean s Office
- Pitches in/supports other staff in the office when needed
- Acts as receptionist when required (e.g. shares relief reception duties)
- Performs other duties related to the qualifications and developing needs of the jobDUTIES SPECIFIC TO THE ASSOCIATE DEAN INNOVATION AND STRATEGY:- Coordinates department and program external review process: contacts and arranges travel and accommodation for external reviewers; prepares biographical notes on members of Review Committees; prepares agendas for the Associate Dean s welcome and arranges logistics of site visits by Review Committees; works with departments to coordinate and schedule meetings with department members and Review Committees; collects and organizes material submitted by departments for distribution to Committee members; anticipates and attends to needs of Review Committees; books travel and accommodations for Review Committees; follows up with Committee members to arrange expense reimbursements and to receive Review Reports from Committee Chairs; tracks departmental responses to Review Reports
- Acts as liaison between the office of Vice Provost & Associate VP, Academic Affairs and relevant units in Arts to request feedback on new degree program proposals sent through the Ministry of Education
- Provides administrative support for academic programs, including course scheduling, room booking, liaising with and providing on-boarding materials to instructors and teaching assistants
- Supports the Associate Dean s teaching and research related tasks, including proofing, editing, corresponding with graduate students, photocopying and preparation for teachingDUTIES SPECIFIC TO THE ASSOCIATE DEAN RESEARCH AND GRADUATE STUDIES:- Conducts research and collects data in the areas of research, awards and graduate studies; organizes and analyzes data, presents it in advanced Excel spreadsheets, graphs and charts as directed by the Associate Dean, creates administrative systems that allow easy access by the Associate Dean to data and information
- Assists with the development of strategies to increase funding to graduate students and for other special initiatives
- In consultation with the Associate Dean Research, organizes Graduate Council membership for forwarding to the Faculty of Graduate and Postdoctoral Studies
- Coordinates Killam Graduate Assistant Teaching Assistant Awards, Governor General Gold Medal Awards and Killam Faculty Research Awards
- Liaises with departmental Graduate Advisors; arranges meetings for advisors and Associate Dean
- Coordinates and acts as a liaison with students for the Faculty of Arts Graduate Student Research Awards
- May be called upon to maintain communication and information with the Faculty of Graduate and Postdoctoral Studies and work on development of graduate policies for the Arts Faculty within the University.Consequence of Error/JudgementIncumbent must be able to coordinate work and set own deadlines so that needs of the Associate Deans are met in a timely way. The inability to coordinate work would result in internal and external deadlines not being met. The incumbent must exercise judgment, tact and initiative in dealing with a variety of confidential information and in handling matters of a non-routine nature. The incumbent represents the Associate Deans, the Dean s Office and University to those external to UBC and is expected to act with diplomacy, courtesy, cultural sensitivity, and grace. Errors in judgment and behaviour could result in embarrassment to the Dean s Office.Supervision ReceivedThe position reports to the Senior HR Coordinator, Dean s Office. Tasking and direction will come from the Associate Dean Innovation and Strategy and the Associate Dean Research and Graduate Studies.Supervision GivenNone.Minimum Qualifications- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own
- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusionPreferred QualificationsHigh School graduation and two year post-secondary diploma.4 years related experience or the equivalent combination of education and experience.Ability to resolve problems, to accept responsibility and to communicate effectively in both verbal and written form and to work effectively with people of diverse cultural backgrounds. Must have a very high level of skill with regard to PC use including word processing, data base and spreadsheet programs (particularly MS Word and Excel) and must be able to apply these systems and applications to the complexity of data and work. A high level of accuracy is also required (thus ability to double check work). Ability to manage e-mail (Outlook, FASmail) and to contribute to website management (WordPress). Ability to type 50-60 wpm; operate office equipment such as calculators, copy machines, and data projectors; input data and draw data from University systems such as SIS, PAIR, FMS, ORS. Ability to schedule and prioritize workload a necessity. Ability to exercise initiative, tact and discretion and maintain a positive attitude. Ability to be congenial and diplomatic, to work in tight quarters and be respectful of others, to work under pressure to meet deadlines, to work both independently and in a team environment.

University of British Columbia