Job Description

Staff - UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried - Administrative Support 5 (Gr8)Job Title Executive Assistant to the Program Directors and Office ReceptionistDepartment Administrative Management | School of Biomedical Engineering | Faculty of MedicineCompensation Range $4,739.00 - $5,102.00 CAD MonthlyPosting End Date February 19, 2025Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateThe position is an in-person only position and is not eligible for a hybrid work arrangement.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 SummaryEstablished in 2017, the School of Biomedical Engineering (SBME) at the University of British Columbia (UBC) is a partnership between the Faculties of Applied Science and Medicine supporting 500+ undergraduate and graduate students, administrative and core research staff and faculty members. The School is a nucleus for education and training, research, and innovation in biomedical engineering, creating new knowledge, new academic and training programs, and fostering translation and innovation, aspiring to be a global leader in the field. Its vision is to transform health care outcomes through unconstrained exploration of the best possible integrative solutions across engineering, medicine, and biology. The SBME is also embarking on the planning and construction of an ambitious building on campus, which will act as a hub for biomedical engineering activities at UBC and beyond.The Executive Coordinator to the SBME Program Directors provides administrative support to the three or more of the SBMEs Program Directors and acts as an office receptionist to ensure efficient operations of the School. The incumbent utilizes a high level of judgement, professionalism and sensitivity in dealing with students, faculty, staff, vendors and other external stakeholders. This position requires thorough knowledge of activities of the School and the Schools programs, diplomatic persuasiveness, tact, discretion, good judgment, initiative, and the ability to work independently and cooperatively.The SBME currently has two locations the SBME building and the Biomedical Research Centre (BRC). The incumbent will be based primarily out of the SBME building.Organizational Status
This position reports to the Director, Strategic Planning and Operations and works closely with the Schools Program Directors.Work PerformedAssistant to the Program Directors:Acts as personal and confidential secretary to SBMEs three or more Program Directors. Schedules numerous appointments, coordinates meetings and events, and books rooms. Adapts appropriately to changing requirements and needs in regard to scheduling details.Manages Program Directors electronic calendar and screens requests for appointments by performing duties such as scheduling meetings, conferences, and appointments, identifying and communicating high priority requests. Exercises tact and discretion in prioritizing requests for appointments.Screens and triages emails and phone calls for Program Directors as it relates to calendar scheduling, determines which matters require urgent attention and responds appropriately, and consults with the Program Directors or refers to others as appropriate with diplomacy.In consultation with the Program Directors, ensures their correspondence requesting information or meetings are tracked and followed up.Prepares correspondence, forms, and other documents in either draft or final format, much of which is sensitive and confidential, from handwritten materials, brief oral instructions or notes, tapes and/or emails.Manages the Program Directors records management system, mostly electronic records, including filing, creating/maintaining files, culling existing files, and packaging files for archiving.Collects, reads, sorts, and prioritizes all paper mail addressed to the Program Directors, including confidential mail.Assembles, maintains and brings forward materials from a variety of sources for the Program Directors meetings.Prepares and verifies a variety of forms which require the signature of the Program Directors as required.Manages travel arrangements including airline, accommodation, visas, ground transportation and itineraries for the Program Directors travel. Prepares reimbursement of travel expenses incurred.Reconciles the Program Directors P-card and prepares reimbursement of expenses on behalf of the Program Directors via Workday.Maintains the Program Directors curriculum vitae, speaking bio and headshot as per the direction from the Program Directors.Office Reception & Administrative Support:Provides office reception and information at the School of Biomedical Engineering building via in-person, telephone, and email inquiries to visitors, students, faculty and staff in a polite, professional and service oriented manner.Maintains personnel directory for the School; assists in managing mailing lists.Sorts and distributes incoming and outgoing mail, courier for staff and faculty in the SBME building and the Biomedical Research Centre building. Delivers time-sensitive and confidential documents to various locations on campus as needed.Orders and maintains all office supplies, office stationery, and maintains the School's photocopier/printer unit and other office equipment. Ensures these areas are organized and appropriately stocked for use. Places service calls for unit repair as required.Distributes daypasses as required for the School of Biomedical Engineering building.Manages online room bookings and audiovisual equipment loans for internal and external requests.Provides administrative support for meetings, faculty interviews and various events of the School, including booking meeting rooms, booking catering and arranging for equipment and supplies.Performs other duties as required.Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative. This position handles sensitive and highly confidential matters. Errors could have a negative impact on the operations and reputation of the School and the University resulting in negative public relations, inefficient use of resources, and loss of credibility. Inappropriate management of confidential documents and information could have an adverse effect on faculty, staff or students, or on UBC.Supervision Received
Reports to the Director, Strategic Planning and Operations and works under the direction of three or more of the SBMEs Program Directors. Performs familiar duties independently and in accordance with established procedures.Supervision Given
None.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 ones own
- Demonstrates a commitment to enhancing ones own awareness, knowledge, and skills related to equity, diversity, and inclusionPreferred QualificationsRelevant UBC experience preferred. Experience with videoconferencing and teleconferencing an asset. Training in secretarial practices, office procedures, and/or basic accounting.Must have intermediate skills in Microsoft Office programs including Word, Excel, PowerPoint and Outlook.Strong ability to manage Outlook and related electronic platforms.Ability to use internet applications and tools at an intermediate level.Ability to type 60 wpm and operate a normal range of office equipment.Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings and schedule the day's activities appropriately.Ability to plan, schedule and organize a variety of projects and/or events, often concurrently.Ability to prioritize work, multi-task, work under pressure and meet deadlines.Ability to take initiative.Ability to politely screen calls and direct as appropriate.Ability to compose correspondence, reports, presentations and other written materials using clear, concise business English.Ability to gather, record and organize information.Ability to exercise tact and discretion with confidential matters.Ability to exercise sound judgment. Highly effective interpersonal and organizational skills.Ability to deal with a diverse group of people in a calm, courteous and effective manner.Ability to determine the nature and urgency of inquiries and issues and triage appropriately.Ability to develop and maintain cooperative and productive working relationships. Highly effective organizational and interpersonal skills.Ability to work independently and to exercise considerable judgment and discretion on a daily basis. 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 be thorough and maintain accuracy and high level of attention to detail.Ability to work both independently and participate as an effective member in a team environment.

University of British Columbia