Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title Executive Assistant

Department Administrative Management | Department of Cellular and Physiological Sciences | Faculty of Medicine

Compensation Range $4,601.00 - $4,953.00 CAD Monthly

Posting End Date July 10, 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

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

Organizational Status

This position works under the direction of the Department Heads, and Director of Administration while also working closely with HR Manager. The position plays a key role in the departments by providing day-to-day administrative support to the Department Heads and planning major departmental events.

Work Performed

Executive Assistant

• Provide executive administrative support to the Department Heads of the Departments of Biochemistry and Molecular Biology (BMB) and Cellular & Physiological Sciences (CPS), as well as the Director of Administration (DoA).
• Organize the calendar of the Heads (and at times the DoA) by performing duties such as scheduling meetings, conferences, and appointments, identifying and communicating high priority requests, and coordinating with other schedules; minimize Heads\' travel time where possible.
• Collect, read, sort, and prioritize all paper mail addressed to the Department Heads including confidential mail.
• Screen all incoming materials, referring matters for reply or additional information and prioritizing for the attention of the Department Heads and DoA.
• Schedule Committee meetings and periodic meetings for faculty members for promotion and/or tenure, merit committees, recruitments, and all other meetings as requested by Heads.
• Provide support to the Department Heads with teaching, scholarly, and research activities.
• Make travel and hotel arrangements for the Head; select and assemble a schedule of meetings that the Department Heads would need to attend at out-of-town conferences.
• Arrange for a Faculty alternate to review and sign appointment forms and/or grants during Head\'s absence; notify appropriate parties of this alternate signing authority.
• Draft and edit memoranda and reports, and generate and compile statistical data and reports, as needed.
• Complete and retrieve commitment letters for personal research/scholarship awards, and notify faculty of deadlines.
• Draft correspondence for the Heads.

HR Support

• Coordinates recruitment process for faculty appointments by providing guidance on interview preparation, distributing material to the search committee, obtaining commitment letters for externally funded positions, and ensuring procedures meet UBC requirements.
• Prepares and distributes faculty CVs, publication records, teaching dossiers, and lists of referees.
• Responsible for coordinating recruitments and appointments of all Graduate Teaching Assistants.

General Administration

• Schedule faculty meetings, draft agenda and prepare minutes for circulation.
• Coordinate and support the submission process of the annual activity reports for faculty, ensuring their information is updated in a timely manner. Manage all activity reports for the Department Heads and Merit Committees by making it available online for reviews.

• Oversee the staff and faculty awards nomination processes for the various Faculty, Department, University and external awards, including soliciting referee requests and coordinating nomination packages. Work with the Chair of the Awards Nominating committee.
• Provide administrative support to: the CPS Awards Committee, Faculty Executive Committee, Recruitment Committees, Merit Committees, Awards Nominating Committee, and other ad hoc committees. These duties include but are not limited to: booking rooms, taking minutes, and keeping track of nominations.
• Oversee and arrange the contract renewal of all office equipment, including the printers/copiers, such as communicating with vendors, reviewing contractual documents and obtaining financial approval.
• Assess and delegate 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.
• Delegate the workflow for the other support staff when the incumbent is absent to ensure the timely completion of tasks.
• Keep track of space inventory in the department and submit the report to facilities as required. Escalates complex space requests to the DoA.
• Book meeting rooms and presentation equipment when required; arrange catering.
• Provide information regarding UBC policies and procedures and answers enquiries from staff, faculty and visitors.
• Contact government agencies and faculty officials to obtain, clarify and disclose information when necessary.
• Oversee and maintain the confidential Departmental administrative physical and electronic files.
• Handle all Professional Development Claims for all faculty.
• Keeps track of space inventory in the department and submit the report to facilities as required. Escalates complex space requests to the DoA.
• Serve as the main point of contact regarding facility requests (i.e. keys, photo IDs, phones etc).
• Oversee and maintain office supplies and equipment purchases.
• Other responsibilities as needed especially during absences in other support areas.

Event Coordination

• Plan and coordinate special events, meetings, retreats, strategic planning meetings, workshops and 5-year reviews for the Departments and holiday parties.

Social Media

• Manages and regularly updates departmental websites by working with research and teaching faculty to keep information current.
• Works with IT Manager in assisting with the creation and management of social media platforms such as twitter, for department exposure.
• Analyzes and reports audience information and demographics and the media success.
• Proposes new ideas and concepts for social media content.
• Manages social media communications.

Consequence of Error/Judgement

This position works independently under broad direction and work is performed within authorized prescribed limits and/or an approved plan. Exercises judgement and initiative in handling matters of a non-routine nature requiring the interpretation of University and Departmental guidelines, procedures and policies.

The position is responsible for administrative tasks such as scheduling appointments; screening grant applications to check for compliance with the UBC policies. Lack of attention to detail will result in disruption of the Department Head\'s calendar. There are a variety of job tasks requiring ongoing prioritization.

Supervision Received
Works independently under the direction of the Department Head, Director of Administration. Refers problems, especially if recurring or ongoing, to the DoA for guidance. Recommends solutions and implements upon approval.

Supervision Given
Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff

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

• High School graduation and two-year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience.
• Training in secretarial practices, office procedures, and/or basic accounting.
• Knowledge of scientific or medical terminology preferred.
• Three years of relevant UBC experience. Ability to be thorough, accurate, and have a high level of attention to detail is required.
• Ability to communicate effectively verbally and in writing.
• Ability to accurately maintain appointment calendars, and schedule appropriate appointments.
• Ability to efficiently and effectively coordinate tasks.
• Ability to create and accurately maintain record and filing systems.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to effectively manage multiple tasks and priorities.
• Ability to exercise tact and discretion when handling sensitive or confidential issues.
• Ability to work effectively independently and in a team environment.
• Ability to perform word processing at 60 words per minute.
• Ability to use compose business correspondence, generate reports from Excel and Access at an intermediate level.
• Proficient with MAC and PC systems, MS Outlook, MS Word, MS Excel and MS PowerPoint, along with the ability to use electronic mail programs, Internet, and other software as required.

University of British Columbia