Job Description

Staff - Union
Job Category CUPE 2950
Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr8)
Job Title Head's Assistant
Department Administrative Support | Department of English Language and Literatures
Compensation Range $4,739.00 - $5,102.00 CAD Monthly
Posting End Date August 6, 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.
Job Summary
The Senior Program Assistant provides confidential high level administrative support to the Department of English Language and Literatures, working with the Department Head, Associate Heads, Faculty members and Department Manager, to ensure the smooth functioning of a broad range of department operations.
Organizational Status
Reports directly to the Department Head and to the Manager-Administration. The incumbent interacts and communicates with faculty, graduate and undergraduate students, staff, alumni, department visitors and staff from other units across campus.
Work Performed
Maintains the Head's schedule, booking appointments and scheduling meetings. Coordinates department meetings including preparation of agenda, room bookings, arranging hybrid aspects, distribution of documents and links.
Undertakes special projects at the request of the Head such as coordination and support of department-wide events (eg retreats, graduation) and coordination of documents for departmental external reviews.
Serves as primary point of communication for collecting info from faculty related to merit and PSA, annual reports and CVs, teaching preferences, data/information surveys, department distribution lists, and faculty related events
Establishes and maintains Faculty personnel files. Maintains updated faculty information in Conflict of Interest (RiSE) and Workday. Coordinates such confidential processes as merit increases, sabbatical applications and various types of leave.
Schedules and coordinates the Standing Committees on tenure, promotion and reappointment reviews, preparing required support materials for external reviewers and department committee members. Coordinates the submission of material to the Dean's Office for further review, following through to track progress until final resolution.
Compiles reports utilizing statistics available in Course Evaluation (SEoT) Reports and in the Tableau Server (Arts Reports).
Coordinates Faculty award nominations in consultation with Head, tracking deadlines, compiling documents, tracking reference letters. Ensures that all elements of nomination package are complete and accurate before final submission. Coordinates other award nominations such as the Killam Postdoctoral Fellowship.
Tracks Faculty leaves and buyouts to confirm teaching loads, troubleshoots and resolves issues such as last minute changes to courses, instructor illness or other unexpected absences.
Monitors enrollment figures and advises Associate Head on cancellations or raising of enrollment caps. Devises strategies to increase enrollments.
Works with the Associate Head Research in the coordination of department Visiting Speakers Series and other research-focused events: assists with developing budget, makes flight and accommodation arrangements, books rooms, and coordinates with communications people to set up publicity and receptions.
Coordinates event and conference planning for Faculty members, manages budget by researching and tracking accommodation, venue, catering, transportation and any other associated costs.
Assists Associate Head Research in preparing for grant and award applications by collecting, tracking and disseminating information about relevant grants and awards, updating Faculty CVs, supporting project-level budget planning, and providing other assistance as needed
Prepares offer letters, submits and tracks appointments for sessional instructors, visiting faculty, and postdoctoral fellows.
Coordinates and schedules Faculty searches; administers the recruitment and selection process, tracks faculty applications, liaises with applicants, and schedules interviews, travel, hospitality, and accommodation. Supports the Head with management of the offer process to new Faculty hires, coordinates relocation and ensures appointment process is completed accurately and in a timely manner.
Sits on Department Committees as necessary, providing input in development and implementation of administrative procedures and department policy. Coordinates the collection and publishing of annual year-end committee reports for submission to the department.
Provides input and implements health and safety initiatives to maintain health and safety standards.
Other duties as needed.
Consequence of Error/Judgement
This position is an important channel of communication between members of the department (faculty, staff, students,) and potential hires and special visitors. The ability to exercise diplomacy and discretion at all times is essential to uphold the reputation of the department, retain faculty and staff, and attract new members. Errors could have negative budgetary consequences, result in lost opportunities or damage the reputation and credibility of the department and the University.
Supervision Received
Works independently under the administrative direction of the Manager, Administration; day to day priorities and tasks established through communication with Head of Department, and Associate Heads as appropriate
Supervision Given
Supervises front counter person and may oversee work of students 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's own
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Ability to understand and apply policies, procedures, and instructions. Knowledge of University systems, policies and procedures preferred. Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to efficiently and effectively coordinate tasks. Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters).Ability to accurately create and maintain records. Ability to take and transcribe accurate meeting minutes. Ability to exercise sound judgment. Ability to remain calm, decisive, effective, and safe in emergency or crisis situations. Ability to work effectively independently and in a team environment. Ability to approach interactions with an awareness of sensitive issues. (e.g., issues concerning specific cultures) Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to learn new software programs. Ability to communicate effectively verbally and in writing. Ability to prepare and adjust schedules to accommodate all requirements. Ability to accurately proofread for spelling, grammar, and punctuation. Ability to identify and correct missing and incomplete data. Previous experience at UBC an asset. Ability to effectively use word processing, spreadsheet, database, web, scheduling and electronic mail applications at an intermediate level.