Job Description

Staff - Non Union

Job Category M&P - Excluded M&P

Job Profile XMP - Administration, Level B

Job Title Executive Assistant to the DVC & P

Department UBCO | Strategic Support| Office of Deputy Vice-Chancellor and Principal

Compensation Range $5,906.25 - $8,508.42 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date May 8, 2023

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

Job End Date
Summary

This position is responsible for the management of administrative affairs for the Office of the Deputy Vice Chancellor and Principal (DVC) including liaison with the university community, government connections and a variety of community and international relationships important to the effectiveness of the Office and to the reputation of UBC. This position is responsible for information flow and document submissions for Senate and Board as well as management of strategic activities identified by the DVC. The incumbent is the point of contact and ensures effective working relationships with diverse reporting units within the DVC s portfolio and supports and participates in operation of the Okanagan Leadership Team (OLT).
The position is responsible for the development and implementation of related departmental policies and procedures, administration of human resources, completion of a variety of projects and initiatives, as well as facility resources. In addition, this position is responsible for the strategic management of the DVC s executive schedule and a variety of briefing materials. The incumbent supports the work of the Okanagan committee administering the campus budget and oversees budget compliance for the Office of the DVC.
This position handles highly confidential and sensitive matters relating to senior University Administration, government and private sector partners.

Organizational Status

Reports directly to the Director Strategic Initiatives in the DVC office. The DVC office is responsible for the UBC Okanagan campus enterprise. This position liaises with the Office of the President, the UBC Board of Governors, the Okanagan Senate and Senior Executives. Works with direct reports to the DVC, shared system reports to the DVC, the Okanagan Leadership Team, including Deans, all levels of the UBC community, external agencies, government agencies and community and international partners.

Work Performed

A. Responsible for managing the administrative operations of the DVC Office by:

• Providing operational leadership and guidance to all staff in the office.
• Developing, planning and implementing plans for human resources including work assignments, flow, and position management.
• Recruiting, training, supervising, administering performance reviews, and disciplining staff up to and including termination.
• Providing leadership in problem solving and developing and executing identified goals, priorities and objectives of the Office.
• Responsible for the day to day management of the DVC Office including ensuring mail, phone calls, appointments and materials are appropriately and expeditiously handled, utilizing appropriate judgment in all actions.
• Is the primary contact person for the DVC Office for information and enquiries requiring a detailed understanding of the nature and scope of the Office and the structure of the UBC Okanagan Campus.
• Developing and implementing administrative policies and procedures.
• Overseeing high level document management, including document storage and archives.
• Representing the DVC s Office as required at meetings and events.
• Coordinating vacation scheduling and sick-leave management to ensure effective coverage in the Office.
• Identifying space and facility needs, allocating space and overseeing renovations.
• Overseeing purchasing of office equipment, furnishing and services.
• Providing oversight to ensure budget efficiency for the office of the DVC.

B. Provides executive level support to the DVC by:

• Analyzing and strategically managing the time and commitments of the DVC which includes evaluating the urgency and priority of the requests, ensuring they meet the DVC s goals and objectives, and exercising judgement as to the best use of the DVC s time.
• Organizing and coordinating the DVC s travel, including arrangements and meetings while travelling and preparation of briefing materials.
• Alerting and advising the DVC on conflicting priorities and recommending alternatives.
• Working closely with the President s Office in scheduling and preparing the DVC s items for inclusion in the Executive Agenda.
• Reviewing daily briefing notes and materials for the DVC; exercising knowledge of complex issues facing the UBC Okanagan Campus. Preparing materials and presentations for the DVC s review for a variety of meetings. Ensuring the materials meet the DVC s needs and are appropriate.
• Reviewing all correspondence; responding and following up on the DVC s behalf where appropriate.
• Researching, analyzing and preparing briefs and reports, ensuring that documents are completed accurately and appropriately for all meetings, travel and events and are available in the drop box. This includes instances of providing oversight on items assigned to others.
• Researching, collecting, and preparing, agendas and notes.
• Responsible for minutes and following up on action items.
• Preparing reports and documents on behalf of the DVC for senior executives, the Okanagan Senate and the Board of Governors.
• Providing status reports, summaries and feedback to the DVC and/or senior executive.
• Evaluating the urgency and priority of items and requests as they come to the DVC, handling them as appropriate; ensuring that all requests are resolved or routed appropriately.
• Acting as liaison with government, community and international partners.
• Coordinating logistics for Sr. Executive visits from UBC Vancouver as well as visits from government, community and international contacts and partners.
• Resourcing Senior Executive Committee including the campus budget committee.
• Serving as the point of contact between the DVC, portfolio reports, Office of the Provost, Faculties and departments.

C. Assumes responsibility for special projects and events by:

• Identifying, developing, leading and implementing special project and events.
• Ensuring timely completion of a variety of concurrent projects and emerging issues to ensure efficient administration, organization and operations the DVC s Office.

D. Performs other related duties as required.

Consequence of Error/Judgement

Must be able to work independently and exercise sound judgment and decision making in managing the administrative affairs of the Office of the DVC and Principal. The potential for negative impact and reputational damage to the Office of the DVC and Principal, the campus and UBC is significant. Errors in judgment could have a serious impact on the University s relationship with government, major donors, the general public, the Board of Governors, and internal and external executives. Inappropriate communications or decisions could have serious implications regarding a wide variety of relationships, timely attainment of campus and University goals, including financial goals, on the effective use of the DVC s time and that of other executives.
This position requires a high degree of discretion, tact, diplomacy and initiative. Work is often completed within tight deadlines, requiring the incumbent to perform well under extreme pressure. The incumbent must demonstrate excellent public relations and interpersonal skills in dealing with a diverse range of offices and organizations, internal, external and international.

Supervision Received

Must be highly self-directed, taking initiative, working independently under the general direction of the DVC. Performance is evaluated against set objectives.

Supervision Given

Is responsible for the supervision of staff in the DVC s Office, including recruiting, training, supervising, administering performance reviews, and disciplining of staff up to and including termination.

Preferred Qualifications

Undergraduate degree in a relevant discipline.Minimum of three years experience or the equivalent combination of education and experience.Proven administrative experience in a large and complex organization, with experience in senior administrative offices desired; highly developed communication skills with a particular emphasis on verbal communication; demonstrated managerial skills; specialized knowledge of university policies, protocols and procedures; effective time management, organizational, planning and analytical skills; knowledge of office systems; logistical and problem solving skills. Ability to work under pressure and meet deadlines. Ability to manage a team, provide mentoring, monitoring and feedback. Proven judgment and decision-making skills. Proven ability to work independently and manage multiple simultaneous and complex tasks and projects. Superior computing skills. Sensitivity with respect to the importance and diversity of the University s internal environment; and familiarity with a university environment, including structures and systems administration is an asset.