Vancouver - Other
CUPE 2950 (Cler/Secr/Library)
CUPE 2950 Administrative Suppt
Administrative Support 3 (Gr6)
Administrative Support 3 (Gr6)
Faculty of Medicine
Cont. Professional Development
Desired Start Date:
Job End Date:
Possibility of Extension:
One-year mat leave replacement
Personal and confidential administrative support to the Associate Dean, Continuing Professional Development (CPD), the Executive Director, CPD and the Executive Medical Director, CPD.
Receives work assignments from the Associate Dean, Continuing Professional Development (CPD), the Executive Director, CPD and the Executive Medical Director, CPD; reports to the Executive Director of UBC CPD, or in his/her absence, the Manager of Administration and Finance.
- Acts as personal and confidential administrative support to the Associate Dean, Executive Director and Executive Medical Director of UBC CPD.
- Prepares in final format a variety of documents, many of which are sensitive and confidential, from handwritten materials, tapes and emails;
- Maintains filing and bring forward systems, and drafts correspondence as required.
- Arranging meetings/ appointments, including video- and teleconferencing requirements.
- Screens and prioritizes incoming calls and mail, exercising judgement as to whether matters require urgent attention and/or whether background information must be acquired immediately.
- Coordinates the appointments calendar of the Associate Dean, Executive Director and Executive Medical Director of UBC CPD and screens requests for appointments. Exercises tact and discretion in prioritizing requests for appointments. Coordinates and assembles bring forward materials for projects and meetings from a variety of sources.
- Coordinates all travel arrangements for the Associate Dean, Executive Director and Executive Medical Director of UBC CPD, including airline, hotel, visas, ground transportation, and reimbursement of expenses.
- Compiles data and prepares statistical reports for the Associate Dean, Executive Director and Executive Medical Director. Organizes and compiles various materials and data as required, often project related, in collaboration with other members of the Division.
- Creates and maintains databases and directories as required.
- Verifies a variety of financial documents, (e.g. invoices, cheque requisitions, journal vouchers) which require the authorization/ signature of the Associate Dean and Executive Director.
- Provides administrative support to strategic projects through general administrative tasks such as photocopying, transcribing, arranging meetings or other logistics etc. This service applies to a wide variety of situations.
- Acts as administrative support to committees chaired by the Associate Dean CPD, Executive Director and Executive and Assistant Dean CPD; schedules committee meetings, prepares materials for distribution, takes minutes and prepares action tracking reports.
Education and Research Units
- Provides administrative support to the UBC CPD education and conference units (i.e., assisting with the organization of workshops, including room bookings, catering, equipment and supplies as required.
- Assemble workshop and conference kits under the direction of the designated program assistant.
- Packaging of educational materials for shipping to venue sites, as well as ensuring accuracy and completeness of shipping materials under the direction of the program coordinators.
- Assists with mail processing and bulk mailing preparation, provide support during busy conference times to the conference services manager (including note taking, ordering of catering for some planning meetings)
- Organization of research literature.
- Gathering and preparing mailing lists.
- Assisting with preparation of promotional materials
- Prepare and compile data preparation and entry in Excel including routine evaluation data
- Update various UBC CPD databases.
- Coordinate with educational and small workshop operations.
- Coordinate AV setup for learning sessions.
- Upload created content to educational platforms, and website.
- Prepare correspondence, coordinate meetings and taking minutes.
- Prepare research reports and presentations, and other related administrative tasks such as responding to telephone, email and in-person inquiries.
- Liaises with the Faculty of Medicine's academic Departments, Schools and Centres or other divisions of the Dean's Office (e.g., Faculty Affairs); and other UBC service units (e.g., University Counsel (legal), Faculty Relations (faculty hr), and the President's Office); as well as the external institutions as required. Handles requests for information and data for specific projects, and tracks through to completion.
- Deals with faculty members, staff, and others in a professional manner on behalf of the Senior Associate Dean and Assistant Dean by phone, email, and in person. Consistent with the Faculty's Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions.
- Performs other related tasks as required.
Works under the direction of, and receives work assignments from the Associate Dean and Assistant Dean and Director (as required). Performs familiar duties independently and in accordance with established procedures.
Refers all unusual or complex queries to either the Associate Dean, Assistant Dean and Director as appropriate, or in his/her absence, the Manager of Administration and Finance.
May oversee work study students or temporary staff.
Consequence of Error/Judgement
The incumbent must be able to work independently and within a team and exercise considerable judgement on a daily basis, often outside defined terms of reference, and in situations where temperament and ability to work with others is of prime importance. Inaccurate maintenance of appointment schedules / event information may cause embarrassment, missed appointments, and further scheduling conflicts/ difficulties, potentially jeopardizing important relationships, funding and projects. Incorrect information supplied to guests or clients could create a negative perception of the Division/ Dean's Office. Incorrect attention to details of expected administrative duties could have financial implications to the Division. Requires a high degree of maturity, judgement and discretion in dealing with sensitive and confidential materials and information.
High School graduation and 1 year post-secondary education. 4 years related experience or the equivalent combination of education and experience. Ability to communicate effectively verbally and in writing. Ability to work effectively independently and in a team environment. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to maintain accuracy and attention to detail. Ability to effectively use intermediate to advanced level software (e.g., Outlook, MS Word, MS Excel). Ability to take dictation at the rate of 50 words per minute. Ability to accurately maintain appointment calendars, and schedule appropriate appointments. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to create and accurately maintain record and filing systems. Ability to exercise tact and discretion. Training/ experience in providing administrative support and training in office procedures and practices Experience in conference or event planning is desired Knowledge of UBC Policies and Procedures (preferred).
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.