Job Description

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr7)
Job Title
Dean's Administrative Assistant
Department
Administrative Support | Dean's Office | Faculty of Science
Compensation Range
$4,594.00 - $4,827.00 CAD Monthly
Posting End Date
March 23, 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.
Summary
The Dean's Administrative Assistant provides senior-level confidential and administrative support to the Dean, Faculty of Science. The role is responsible for effectively coordinating the Dean's intensive and demanding schedule through identifying priorities, triaging requests, and responding appropriately to verbal and written requests on behalf of the Dean. The incumbent initiates and coordinates business correspondence, edits, proofreads and coordinates document signing. The incumbent also arranges complex meetings, events and travel arrangements for the Dean and supports events and projects hosted by the Dean's Office, requiring flexibility for events occurring outside regular working hours.
This position demands diplomacy, discretion, sound judgement, and the ability to work independently and collaboratively. As a key member of the administrative team in the Dean's office, the incumbent must have strong interpersonal skills and the ability to build successful working relationships within the Dean's Office and across the Faculty of Science and central UBC units.
Organizational Status
The position reports to the Senior Manager Academic Initiatives and Administration. The role interacts with the Dean, Associate and Assistant Deans, Heads and Directors, and administrative staff in 20+ units within Science. The incumbent also works collaboratively with the other teams and staff in the Dean's Office, Faculty of Science, UBC executive offices, government, and the general public.

Work PerformedProvides a wide range of complex and confidential administrative support to the Dean, including scheduling appointments, coordinating complex meetings, audio bridges, video conference, and room bookings; demonstrates a high level of understanding and initiative to act on changing priorities in scheduling and managing the Dean's calendar, always exercising tact and discretion in prioritizing requests for appointments; declines or redirects requests diplomatically and persuasively in complex and sensitive situations; monitors the Dean's schedule and appointments in progress. Screens and prioritizes a high volume of incoming inquiries regarding the Dean's portfolio, either general or complex in nature. Exercises judgment as to whether matters require urgent attention and/or whether background information must be acquired immediately; uses clear, concise business English, diplomacy, persuasiveness, and tact in dealing with members of government, the University community and the general public. Keeps the Dean's leadership team informed about the Dean's schedule; coordinates Acting Dean coverage when the Dean is traveling out of town, and ensures appropriate UBC offices are informed. Uses knowledge of the Dean's and Faculty's priorities to triage requests and consults with the Dean or Senior Manager when necessary; exercises a high degree of discretion when scheduling and rescheduling; ensures correspondence requesting information or meetings is tracked and followed up with. Provides executive administrative support by coordinating and organizing bring-forward materials from a variety of sources for meetings involving the Dean; maintains reference documents; attends and takes minutes of meetings of Faculty Executives and other meetings as required. Plans and coordinates workshops, presentations, meetings, information sessions and events involving the coordination of complex schedules, writing communication to attendees, preparation of hand-out materials, room bookings, catering, contacting vendors, equipment set-up and troubleshooting, creating and maintaining PowerPoint presentations for use in meetings and events, and following-up on action items. Coordinates travel arrangements including airline, accommodation, visas, ground transportation, itineraries, agendas, meetings etc.; prepares reimbursement of travel expenses incurred by the Dean. Initiates draft confidential communications on behalf of the Dean; when required, researches, prioritizes, and determines appropriate course of action, referral, or response on issues identified by the Dean. Prepares, edits, proofreads and verifies a variety of forms and letters for the Dean's signature; arranges and tracks documents requiring the review and signature of the Dean, and communicates required changes with the requesting party. Oversees the organization and upkeep of the Dean's executive space, including the management of filing systems to ensure a professional and efficient workspace. Coordinates quarterly Faculty of Science meetings for the Dean, and circulates agenda. Coordinates Science representatives to other Faculties (governance committees). Coordinates the annual FoS Excellence in Service Awards. Responsible for a variety of tasks to support the efficient administration, organization, and operation of the office of the Dean, including administering the VOIP and card access for the Dean's Office and maintaining the UBC Directory and other contact lists for the Dean's Office. Works with other members of the Dean's Office including Communications, HR, and Finance to resolve issues. May assist with the tracking and processing of confidential documentation relating to faculty appointments, conflict of interest, tenure and promotion and other related matters. Participates in Dean's Office admin staff vacation and leave coverage support as required including reception and executive assistance. Performs other related duties, suitable to the skills and experience of the position.

Consequence of Error/Judgement
The Dean's Office deals with sensitive matters involving questions of ethics, appeals, conflict of interest, donors, standards, government relations etc. This position has access to highly confidential information that requires handling with discretion. Errors could lead to very serious losses in reputation by the University, loss of revenue, legal proceedings, delays for the Dean and others, and damage to the work and reputation of the Dean and other University officials.

Supervision Received
Reports to the Senior Manager Academic Initiatives and Administration and receives functional direction from the Dean. Must be highly self-directed, taking initiative, working independently under the general direction of the Dean and Senior Manager as part of a team environment. Receives direction from the Faculty Affairs and Project Administrator on coverage for the admin support team. May receive occasional direction from the Assistant Deans of HR and Finance, Facilities and Operations. Performance will be evaluated against set objectives.

Supervision Given

May be required to supervise temporary employees on a project by project basis.



Minimum QualificationsWillingness to respect diverse perspectives, including perspectives in conflict with one's own. Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion. High School graduation and two-year post-secondary diploma, plus four years related experience or the equivalent combination of education and experience.


Preferred QualificationsRelevant UBC senior administrative experience preferred. Knowledge of UBC Policies and Procedures preferred. Highly effective verbal and written communication skills: ability to compose, edit and proofread correspondence, reports, presentations and other written materials using clear concise business English. Ability to exercise judgement in determining the nature and urgency of inquiries and issues and prioritizing and triaging appropriately. Ability to work independently and to exercise considerable judgment and discretion in handling matters of a non-routine nature on a daily basis, involving interpretation of University and Faculty guidelines, procedures and policies. Ability to maintain confidentiality for sensitive information, and handle and communicate with discretion. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to work both independently and cooperatively in a team environment and to bring energy, motivation and enthusiasm to the job. Ability to deal with a diverse group of stakeholders in a calm, courteous and effective manner. Ability to plan, schedule and organize a variety of tasks and/or events, often concurrently. Ability to adapt to, and work effectively, under pressure and meet deadlines in an environment that is fast paced, with high volume and critical deadlines. Ability to coordinate meetings and schedule the day's activities appropriately, accurately maintain electronic calendars (Outlook), and reconcile scheduling conflicts. Ability to be thorough and maintain accuracy and high level of attention to detail. Must have intermediate skills in Microsoft Office programs including Word, Excel and PowerPoint, and internet applications. Experience with videoconferencing and teleconferencing an asset. Ability to operate a normal range of office equipment. Ability to take and transcribe minutes. * Ability to walk around campus to deliver documents; physical set up of meeting rooms including catering, table arrangements, A/V equipment.