Vancouver - Point Grey Campus
CUPE 2950 (Cler/Secr/Library)
CUPE 2950 Administrative Suppt
Administrative Support 4 (Gr8)
Governance & Recognition Assistant
Faculty of Medicine
Medicine-Dean's Off. Support
Desired Start Date:
Provides complex, confidential administrative and coordination support for Faculty of Medicine governance and recognition matters, including the Faculty's standing committee structure and select ad-hoc committees, faculty representative issues, awards, recognition, adjudication processes and Faculty-level events etc.
The Governance and Recognition Assistant is responsible for supporting the core functions and productivity of the Faculty of Medicine's governance and recognition activities, including the planning and execution of multiple complex, project-based initiatives/activities in support of the Faculty's missions and goals, often with competing deadlines. Additionally, the incumbent will coordinate the flow of information and provide ongoing support for day-to-day activities of the portfolio. The incumbent will demonstrate initiative and resourcefulness in required administrative areas while maintaining the highest level of confidentiality, tact and diplomacy both within and across units. Institutional knowledge as well as understanding and interpretation of University policies are required for success.
Provides recommendations and implements routines, team functions, and University policies and procedures while exemplifying a professional work ethic and a high level of customer service. The incumbent will liaise with all units within the Faculty of Medicine, Office of the Provost, Financial Operations, as well as other UBC units and distributed sites.
The position is structured at 1.0 FTE status and is based out of UBC-Point Grey Campus. May be required to travel and/or work at the Diamond Health Care Centre at VGH.
Our Vision: To Transform Health for Everyone.
Ranked among the world's top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 11,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.
The Faculty ¿ comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and 8,500 clinical faculty members ¿ is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.
The Governance & Recognition Assistant reports to the Governance & Recognition Coordinator, Office of the Dean. All members of the Office of the Dean team support each other and provide back-up as required and will have tasks assigned and/or distributed as necessary by the Office of the Dean Management team.
Monitors FoM Governance, FoM Recognition, and FoM Events inboxes and responds to highly sensitive/confidential emails in a timely manner; prioritizes actions items for attention of the GR Coordinator while exercising diplomacy, sound judgement and tact in dealing with members of the Faculty and University at large
Coordinates, assembles, tracks, and maintains bring-forward materials from a variety of sources for projects within the governance & recognition portfolio; researches and assists with projects and initiatives as directed by the GR Coordinator
Coordinates assigned projects and initiatives that are essential to the GR portfolio to ensure faculty needs are met, that projects are completed on schedule, and that contingency plans are explored to mitigate challenges. Assists with development and implementation of governance & recognition policies, procedures and best practices
Maintains smooth running of the Governance & Recognition portfolio in the absence of the GR Coordinator by exercising independent judgement (in selecting and interpreting information, and reconciling deviations from standard methods) and initiative on time-sensitive issues
Awards & Recognition
Provides senior administrative support for the annual Faculty of Medicine internal awards cycle from preparation to completion. Establishing timelines and initiating relevant project schedules under minimal supervision, ensuring that various deliverables are met, including the publication of recognition opportunities, coordination of activities for various adjudication committees as well as preparation of all materials and supporting documents. Follows up on action items as required.
Provides complex logistical coordination for Faculty level recognition events, including the FoM Annual Awards Reception and Academic Gowns etc. Responsible for the development of associated programs, schedules, attendee lists, venue contracts, and smooth execution of the events.
Provides recommendations to the GR Coordinator which contribute to the continuous improvement of Faculty-level award & recognition processes and cost-saving strategies; supports the execution of associated projects to ensure that opportunities are publicized and the recipients celebrated appropriately.
Supports the nomination process for high profile Faculty, University as well as external awards; identifies and recommends references; consolidates, submits and racks nomination packages with minimal guidance.
Provides first-level responses to inquiries from faculty members, Department Head/School Directors and administrators with respect to Faculty and University awards, eligibility criteria and guidelines.
Prepares regular reports during the academic year for the UBC Board of Governors on the Faculty's award recipients. Maintains the FoM awards website and MedNet and drafts the annual FoM Annual Awards Report, ensuring entries meet the published criteria.
Faculty Governance Administration
Serves as coordinator and resource person to the FoM Nominating Committee (NC); assists in preparing briefing notes, agendas, supporting documents, presentations, correspondence and general communications along the continuum of the elections & appointment process throughout the academic year in support of NC activities; ensuring members have accurate information concerning committee eligibility requirements and current faculty membership with which to make their recommendations.
Coordinates the annual call for nominations and subsequent election cycles for standing committees which report to the Dean, to Faculty Executive or to Faculty (liaising with other University units to coordinate relevant tasks throughout the process); verifies eligibility of nominees and appointees for vacancies, ensuring contact information and voting designations for faculty members are accurate.
Serves as a resource person for inquiries from Chairs of FoM standing committees, faculty members, Department Heads/School Directors and administrators regarding governance administration issues and interprets criteria and eligibility regarding faculty elections, voting status etc.
Drafts correspondence on behalf of the Dean on governance issues. Develops systems to manage/track complex records, data bases, Sharepoint sites, Workspace and webpages with respect to FoM governance, including Dean's ad-hoc committees and task forces, representatives to other Faculties, the University, and various external bodies (e.g. AAMC, MCC etc.).
Reports to and works under the direction of the Governance & Recognition Coordinator, Office of the Dean. Performs familiar duties independently and in accordance with established procedures.
Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff.
Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative to an outstanding degree. This position handles sensitive and highly confidential matters involving questions of ethics, appeals, conflict of interest, donors, standard, government relations, personnel questions, etc.... Errors could have a negative impact on the Dean's Office resulting in legal action, negative public relations, financial costs and loss of credibility.
High School graduation and two year post-secondary diploma. Training in administrative, secretarial practices and office procedures. 4 years related experience or the equivalent combination of education and experience. Experience with videoconferencing and teleconferencing an asset.
Relevant UBC experience preferred.
Experience with SharePoint preferred. Must have intermediate skills in Microsoft Office programs including Word, Excel, PowerPoint and Outlook.
Strong ability to manager Outlook and related electronic platforms (doodle polls).
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 take and transcribe minutes.
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.
Highly effective verbal and written communication skills.
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 organization 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.
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 adapt to, and work effectively, under pressure and meet deadlines in an environment that is fast 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.
Knowledge of UBC Policies and Procedures preferred. Ability to prepare documentation under compressed timelines.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.