Job Description

Staff - Union

Job Category CUPE 2950

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

Job Title Executive and Administrative Assistant

Department Technical Administration | Department Mechanical Engineering | Faculty of Applied Science

Compensation Range $4,460.00 - $4,686.00 CAD Monthly

Posting End Date December 22, 2023

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

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

Due to the nature of this position, this is a 100% in-person role on UBC Vancouver\xe2\x80\x99s Point Grey campus.

The Department of Mechanical Engineering is a mid-sized academic unit on the Vancouver Point Grey Campus, on the unceded traditional territory of the Musqueam people. It has more than 500 undergraduates, 200 graduate, 40 faculty, and 20 core staff. It Is known for outstanding learning opportunities at both the undergraduate and graduate level, and as a fulfilling and welcoming place to work.

All of our work is shaped by our values: professionalism and integrity; scholarship and teaching excellence; commitment to students; partnerships and collegiality; initiative, innovation, and willingness to change; community, the environment, and sustainability. We hold these values as an integral frame of reference to inform our decisions and actions at every level and in every situation.

The Executive and Administrative Assistant supports this work by managing the complex scheduling needs of the executive committee, coordinating deadlines and deliverables across the Department, organizing Department meeting and activities, playing a key role in the execution of strategic projects and initiatives, and providing back-up coverage to a variety of positions, including reception.

Organizational Status

The Executive and Administrative Assistant is supervised by the Manager, Technical Services, but receives direction from the Head and Executive Committee, including the Department Head, Associate Heads, and Senior Managers. Liaises widely across the unit, the faculty, and the university.

Works independently under general objectives and guidelines. A high volume of activities from dissimilar portfolios, for a variety of clients, and with a variety of timescales requires a frequent shifting of priorities to meet changing conditions, unexpected events, and emerging strategic priorities.

Work Performed

Logistics and Events

Organizes and coordinates meetings by scheduling, tracking events, anticipating the complexities in coordinating schedules, meetings and appointments, identifying/communicating high priority requests and coordinating arrangements with schedules of others; ensures correspondence requesting information or meetings is tracked and followed up.

Acts as a recording secretary for Departmental meetings, including sub-committee meetings as requested. Takes, transcribes and distributes minutes. Prepares agendas, assembles meeting packages and distributes materials in advance of the meetings, documents regrets, and takes attendance for meeting records. Arranges catering and books meeting rooms.

Plans and organizes workshops, presentations, meetings, information sessions and events, including but not limited to the coordination of complex schedules, writing communication to attendees, preparation of hand-out materials, creating agenda, taking and distributing minutes, room bookings, catering, contacting vendors, equipment set-up and troubleshooting, and following-up on action items.

Manages special projects such as departmental retreats or other duties as they relate to the Department\xe2\x80\x99s ongoing goals and objectives.

Responsible for inventory management of supplies and equipment owned by the Student Services portfolio. Manages organization of student services store room, requests for use of supplies and equipment by other offices/units, and monitors the condition of assets.

Administrative Support

Deals with a high volume of requests, exercises tact and discretion in prioritizing requests for appointments for the Head and Executive Committee; researches, prioritizes, and determines appropriate course of action, referral or response on matters identified.

Coordinates administrative work procedures and processes, such as screening, selecting, assembling, referring and/or prioritizing incoming materials and inquiries; resolves complex administrative issues as they arise, escalating when required.

Uses judgment, discretion and tact in responding to oral and written inquiries based on extensive knowledge of the organization and operations of the University in general; required to decline or redirect requests diplomatically and persuasively in complex and sensitive situations

Drafts, prepares and distributes letters, memos, reports, presentation, and other highly confidential correspondence and written materials for the Head and Executive Committee as required; ensures correspondence is followed-up.

Prepares reports and presentation materials drafts based on general guidance.

Creates, compiles, and maintains organizational and procedural documentation

Coordinates and logs research grant and fellowship applications before submitting them for signature to the Dean\xe2\x80\x99s Office and Office of Research Services. Checks the details of grant application cover sheet, ensuring that relevant and necessary information of the grant are attached and the grant package is complete and submitted in a timely manner and by deadlines.

Manages the ongoing collection of syllabi and other course material as needed for web posting and long-term storage.

Assists with processes and procedures, including curriculum, by completing paperwork and coordinating consultations. Maintains files and checks for accuracy.

Provide absence coverage and general support, including academic program support, as needed. Provides reception coverage during breaks and days out of office.

Special Projects

Assists the Manager, Technical Services with preparing documentation, collecting materials, and other duties as needed related to the accreditation process.

Assists with administrative processes related to program or unit review and reporting, working collaboratively with faculty and staff as appropriate.

Coordinates the activities required to nominate faculty and staff members for awards. Works with the Faculty Awards Chair to send out a call for nominations, collects information and support letters for review, schedules committee meetings, creates packages for review, arranges for the Award creation and notifies Finance of payment requirements.

Provides support to the Head and Executive Committee on special projects, in keeping with level, as required

Consequence of Error/Judgement
This is a responsible position where a high degree of accuracy, maturity, and initiative is expected. The incumbent works within general guidelines, applying knowledge of procedures and regulations to establish priorities, shifting priorities frequently to meet changing conditions, unexpected events, and emerging strategic priorities. Poor judgment or errors could seriously affect the reputation of our teaching and research programs and the Department. Failure to act in a professional, tactful manner will have an adverse effect on the image of the Department.

Supervision Received
Reports to the Manager, Technical Services. This is a responsible position where a high degree of accuracy, maturity, and initiative is expected. Works independently under general administrative direction, receiving specific instruction on new or unfamiliar tasks; work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgment to determine the best course of action.

Supervision Given
Supervises up to and including five (5) temporary staff, students, and/or volunteers. Provides direction to staff members supporting the portfolio.

Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

- 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 inclusion

Preferred 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 inclusion.

A cover letter is required when applying for this position.

Ability to exercise high attention to detail and a high degree of accuracy in work;

Ability to exercise tact and discretion when handling sensitive and/or confidential matters.

Ability to work both independently and within a complex team environment.

Ability to exercise logic, critical thinking, good judgment and initiative.

Ability to prioritize and work effectively under pressure to meet deadlines.

Ability to cope with multiple conflicting priorities and interruptions from visitors to the office;

Ability to analyze, problem solve, and troubleshoot situations accurately and to adopt effective course of action.

Ability to communicate clearly and professionally. Must be able to compose correspondence using clear, concise business English and appropriate tone.

Ability to take effective and complete minutes in a rapid-pace meeting. Ability to distill key messages.

Ability to effectively use word processing, spreadsheet, desktop publishing and internet applications at an intermediate level (e.g., Outlook, MS Word, MS Excel, Electronic Mail).

Must be able to adapt to new software programs. Adobe Creative Suite, Wordpress, and Microsoft Sharepoint experience are assets.

Ability to perform word processing at 55 words per minute and to operate a normal range of office equipment.

Ability to pick up and move objects up to 25lbs (eg, a box of copy paper).

University of British Columbia