Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title Assistant to the Associate Dean, Teacher Education

Department Administrative Management | Teacher Education Office | Faculty of Education

Compensation Range $4,009.00 - $4,214.00 CAD Monthly

Posting End Date February 10, 2023

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

Job End Date

Summary

Under limited supervision, provides senior administrative and confidential administrative support to the Associate Dean. The Administrative Assistant is responsible for the day-to-day operations, coordination of the flow of information and the timely and accurate delivery of administrative services related to the Associate Dean s office. Responsibilities include effectively coordinating a demanding and complex appointment schedule, preparing the Associate Dean for meetings, appointments and travels, following-up on action items from meetings, setting priorities and all other tasks necessary to assist the Associate Dean in her day to day duties. Support will also be provided to the Director on an as-needed basis.

Attention to detail is critical to the position. The Assistant is required to exercise tact, discretion, good judgment and initiative. The incumbent must be able to work both independently and collaboratively.

Organizational Status

Reports to the Associate Dean and Administrative Manager. Interacts frequently with the Dean\'s Office, Faculty departments, various Faculties on campus and external agencies on behalf of the Associate Dean. Liaises with faculty members, staff, students, school districts and government organizations on a regular basis.

Work Performed

Administrative Support

• Acts as personal and confidential Administrative Assistant to the Associate Dean. Screens all incoming materials: referring matters for reply or additional information and prioritizing for the attention of the Associate Dean.

• Provides general administrative support to the Director.

• Effectively coordinates the complex and variable schedule for multiple meetings on behalf of the Associate Dean and Director. Prepares the Associate Dean for meetings, appointments and travels by providing necessary documents and briefing notes prior to the appointed time. Assists in agenda distribution, room booking, catering and video conferencing when necessary. Assists with Power Point presentations as needed.

• Exercises tact and discretion in prioritizing high volume of requests for appointments and meetings.

• Communicates on behalf of the Associate Dean by responding to emails, phone and in-person inquiries from a wide variety of sources. Composes, proofreads and edits documents as required. Exercises discretion when dealing with documents of confidential and sensitive nature.

• Takes and transcribes minutes at several high level confidential meetings on a regular basis for committees such as student appeals, advisory groups, etc. which have multiple demands and deadlines during peak periods.

• Coordinates all travel arrangements for the Associate Dean including airline tickets, hotels and visas.

• Makes travel and accommodation arrangements for faculty and staff as needed.

Events

• Handles logistics for information sessions/workshops and meetings including catering services, room bookings and equipment rentals

- Organizes under the limited direction of the Administrative Manager large faculty- wide events such as Faculty and Student Orientations and Awards Night. Duties include allocating, directing and controlling the workflow of a small group of employees creating invitations, recording and organizing RSVPs, catering arrangements and preparation of handouts.

• Coordinates on behalf of the Associate Dean and various selections committees the submissions of nominations for several yearly faculty/student awards.

Finance

• Reviews and prepares financial documentation for entry into Workday including cash receipts, petty cash reconciliation, domestic and international travel claims, purchase requisitions and requisitions for payment. Ensures accuracy and timeliness of transaction entries into Workday. Verifies account coding and signing authorities. Ensures appropriateness of expenditures and adherence to Faculty and University policies.

Human Resources

• Coordinates the advertising of posted positions on line and in various channels as required.

• Assists in the recruitment of professional positions when the Associate Dean or a Director is involved. Arranges interview schedules, provides necessary information to candidates, prepare letters of confirmation and new files. Maintains records and circulates copies of CVs to appropriate departments for hiring of adjunct professors.

• Processes Sessional Appointments on the Integrated Sessional Instructor System and communicates with Faculty Relations on any unusual issues. Handles appointments for Adjunct Faculty, Teaching Assistants, Research Associates and Graduate Academic Assistants. Prepares time entry for hourly employees.

Responsible for Tuition Fee Certificates (TFC) Coordination

• Generates and emails out cover letters and tuition fee certificates to school advisors.

• Responds to queries from school administrators, faculty advisors and school advisors.

• Liaises with UBC Records & Registration, Extended Learning and External Programs to resolve redeemed certificate issues.

• Tracks data from returned elementary/secondary school administrators reports in TFC database.

• Verifies charges for redeemed certificates.

• Records redeemed certificate data in TFC database.

• Creates and modifies new TFC data files/relational databases for each practicum.

• Updates tuition fee documentation as necessary.

• Revises tuition fee certificate policy and procedures binder.

• Maintains tuition fee certificate filing system.

General

• Collects and collates data for various projects, lists, spreadsheets and statistics.

• Composes complex correspondence in response to oral and written enquiries.

• Contacts professional and government organizations and other departments to obtain and/or provide information.

• Initiates, develops and maintains current and new data sorting systems and other administrative systems.

• Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Departmental guidelines, procedures and policies in planning the sequence of duties: the work methods to be employed and the action to be taken. New or unusual problems are referred to Administrative Manager.

Supervision Received

Work is done under general supervision. Performs familiar duties independently and in accordance with established procedures.

Supervision Given

May oversee and direct work of employees in lower classification and may have input into staff selection and performance evaluation of employees. When necessary, formally trains new staff on work procedures and/or oversees work of coop students and/or temporary staff.

Preferred Qualifications

High School graduation and two year post-secondary diploma. Training in secretarial and office procedures and practices and basic accounting practices.4 years related experience or the equivalent combination of education and experience. Or three years of relevant UBC experience. Must have advanced computer experience in MS Office Suite (Outlook, Word, Excel, Power Point and Access) and Adobe Acrobat. Experience in UBC programs such as SISC, ISIS, FMS and FSC preferred. Experience in Photoshop and WordPress would be an asset. Must have an aptitude for learning new software applications

• Ability to adapt and work effectively under pressure and meet deadlines in an environment that is fast paced with high volume and critical deadlines.
• Effective oral and written communication, interpersonal, customer service and organization skills.
• High proficiency in the use of English grammar, spelling and punctuation.
• Ability to take and transcribe minutes in highly confidential, high profile meetings.
• Ability to type 60 w.p.m. and to operate normal range of office equipment.
• Ability to compose complex correspondence and reports.
• Ability to use spreadsheet, database and scheduling applications at an advanced level.
• Ability to work independently and as a member of a team.
• Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
• Possess great attention to detail and maintain accurate records.
• Ability to plan, schedule and organize a variety of projects and/or events often concurrently
• Ability to obtain, disseminate, record and organize information effectively tactfully with individuals from all levels of the University and the external community.
• Ability to analyze problems, identify key information and issues and meet deadlines.
• Knowledge of UBC policies and procedures an asset.