Administrative Assistant - Dean's Office

University of British Columbia - Vancouver, BC (30+ days ago)

Apply Now

Job Posting

Job ID:
36488

Location:
Vancouver - Point Grey Campus

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Administrative Suppt

Classification Title:
Administrative Support 4 (Gr7)

Business Title:
Administrative Assistant - Dean's Office

VP/Faculty:
The Sauder School of Business

Department:
Sauder School - Dean's Office

Salary:
$45,324.00 (Annual)

Full/Part Time:
Full-Time

Ongoing:
Yes

Desired Start Date:
2020/02/03

Funding Type:
Self Funded

Closing Date:
2020/03/08

Available Openings:
1

Job Summary

The Administrative Assistant provides wide-ranging and confidential administrative and secretarial support at the highest level for the Senior Associates Deans in the Dean's Office covering Research, Students, Research, Equity/Diversity, the Senior Advisor/CAO and the Executive Assistant.

The role ensures the maintenance of accurate and up-to-date information for all areas that impact the Dean's Office. A thorough knowledge of University structure and protocols and the Faculty's mandate for this area is required. The incumbent uses good judgment and sensitivity in dealing with students, faculty, staff, and the Advisory Board. A thorough knowledge of the organization, programs, policies and procedures of the School and of the University is essential. This role works closely with the Executive Assistant to the Dean who provides direction and delegates tasks as required.

Organizational Status

A key support role in the Dean's Office working closely with faculty, staff, students and internal/external visitors. Liaises with all the senior offices within the University and contacts external organizations, government offices.

Work Performed

  • Plans, co-ordinates and maintains the schedule, including prioritizing requests, using senior relationship management protocols to negotiate times and locations with senior internal offices to book meetings, functions etc.
  • Schedules and organizes meetings; prepares and circulates agendas, takes detailed and concise minutes; drafts, reviews and distributes minutes; prepares reports and presentation materials.
  • Keeps the Senior Associate Deans apprised of daily responsibilities, meetings and deadlines. Ensuring adequate time between meetings and documentation preparation requirements are met.
  • Responds to confidential and complex enquiries regarding policies and procedures of the area.
  • Provides administrative support to Caucus and the Academic Programs, Teaching and Learning Committee (APTL) including scheduling of meetings, communications with committee members, production of minutes and maintenance of APTL sharepoint site.
  • Acts as the first point of contact for the Dean's Office.
  • Conducts research and compiles information from various sources
  • Communicates and responds to emails, written communication and phone calls on behalf of the Associate Deans, and screens incoming calls.
  • Composes complex and confidential correspondence from drafts or verbal direction.
  • Prepares documentation for distribution; opens, sorts and reads incoming mail, and responds independently to general enquiries and redirects items requiring action to appropriate faculty and/or staff.
  • Co-ordinates travel, accommodation, itineraries, agendas, meetings etc. for the Associate Deans and visiting faculty.
  • Completes travel claims and other reimbursement of expenses incurred by the Associate Deans on behalf of the Faculty.
  • Works closely with the Human Resources team on administrative functions
  • Arranges and oversees special events.
  • Sets up and oversees the maintenance of confidential Associate Deans' Office files.
  • Responds to and redirects student inquiries that come to the Associate Deans.
  • Maintains a correspondence tracking system including pending and follow up action items.
  • Maintains database of addresses, generates lists and labels as required.
  • Responds to inquiries from the public, directing them to appropriate staff member as appropriate.
  • Drafts and edits reports, compiles statistical data, and conducts routine research as required.
  • Assists with projects and reports assigned by the Associate Deans.
  • Liaise with the Ceremonies office and Bookstore to ensure all Senior Associate Deans and faculty members attending have appropriate academic attire and seating
  • Process documentation for Faculty Research Grants (NSERC, SSHRC IG, SSHRC IDG, Work learn and UBC Sauder Exploratory Grants, Distinguished Scholars Programs) liaising with the Office of Research Services
  • Updates the Faculty Policies and Faculty Advisory Board (FAB) member profiles on the school's website
  • Performs other related duties as required, suitable to the skills and experience of the position.
Supervision Received

Work is done under minimal supervision. Performs most duties independently. Receives direction or task assignment but exercises independent judgement in selecting and interpreting information, implementing priorities and reconciling deviations from standard methods.

Supervision Given

N/A

Consequence of Error/Judgement

Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Exercises initiative, tact and judgment in handling matters that are of a confidential and strategic nature. Timeliness, diplomacy and the ability to multitask are essential when dealing with complex inquiries, requests of the Senior Associate Deans' time and other varied assignments. Inability to manage time effectively and to plan according to deadlines could compromise the workflow of the Associate Deans. Reviews working procedures and suggests and/or implements improvements in efficiencies as appropriate. Incorrect or incomplete analysis or interpretation of correspondence, directions or when transcribing minutes could result in decision errors being made. Works with conflicting and multifaceted demands and determines priorities.

Qualifications

High School graduation and two year post-secondary diploma. Administrative/secretarial training would be an asset. 4 years related experience or the equivalent combination of education and experience. Office procedures and practices or equivalent skills and experience, preferably including a significant period of time as an Assistant to senior executives coupled with relevant administrative UBC experience in positions of increased responsibility. A thorough knowledge of the organization, programs, governance structure, policies and procedures of the Faculty and of the University. Excellent oral and written communication skills and spoken English.
Proficiency in the use of English grammar, spelling and punctuation and proficiency with professional terminology. The ability to check correspondence for accuracy is critical. Ability to take and transcribe accurate meeting minutes A high degree of initiative and integrity required on the job in dealing frequently with confidential material and enquiries from faculty, students, staff and the general public.
Ability to exercise a high level of tact, diplomacy and discretion, and treat information on a confidential basis as appropriate. Strong interpersonal skills required; may have to deal with individuals who are under stress or in crisis; active listening skills with the ability to probe for information to clarify complex requests.
Ability to communicate effectively and tactfully with the University's senior administration, general public, faculty, staff and students. Must be well organized with ability to prioritize assignments and work independently, pro-actively and in a team environment.
Ability to plan and to complete work assignments independently without ongoing direction. Superior task planning and time management skills.
Excellent organizational and multitasking skills and ability to work under pressure of deadlines. Ability to type 65 wpm with excellent word processing and accurate data entry skills. Ability to plan, organize and co-ordinate meetings; arrange catering, and book rooms. Advanced skill level with MS Word, Intermediate skill level with Excel, PowerPoint, Access as well as e-mail, Outlook. Strong leadership skills and demonstrated ability to take initiative.

.
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.