Administrative Coordinator to the Director

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 purpose of this position is to provide executive administrative support to the Director of the Okanagan School of Education and the Administrative Manager. This position is responsible for organizing unit meetings Directors advisory committee meetings faculty promotion and tenure files and processes merit reviews study leaves and faculty recruitment coordination special events arrangements and finance processing. This position is responsible for coordinating the flow of information and day to day activities ensuring accurate and timely delivery of administrative services for the Directors office.

This position requires thorough knowledge of the activities of the Director and the objectives of the School and requires a high degree of diplomacy tact good judgment initiative confidentiality and be able to work independently as well as collaboratively. A high degree of professionalism is expected in all interactions. This position also provides back-up administrative support to the Director and the Administrative Manager including the preparation of financial documents payment requisitions internal requisitions and purchase requisitions.

Organizational Status
This position works directly with the Director on a daily basis and reports to the Manager. This position works closely with the Directors advisory committee comprised of the program directors as well as frequent interactions with other faculty members staff and students. On behalf of the Director interacts with UBC-Os Executive leadership Deans and Associate Deans offices on both Okanagan and Vancouver campuses liaises with community provincial national and international contacts on a regular basis.

Work Performed
Executive Assistance:

• Acts as personal and confidential Administrative Coordinator to the Director. Screens all incoming materials; referring matters for reply or additional information and prioritizing for the attention of the Director.
• Maintains the Directors complex appointment calendar and e-mail to maximize efficient and effective use of the Directors time. Responds to oral and written requests; screens requests and inquiries; determines response priorities. Communicates internally with the program directors) faculty members sessional instructors students and staff in the unit.
• Takes transcribes and distributes Unit Meeting and Directors Advisory Committee meeting minutes by preparing and distributing agendas and other meeting materials. Ensuing decisions and recommendations are accurately recorded and prioritized.
• Applies comprehensive knowledge of the Department/School along with strong communication and interpersonal skills to respond effectively to inquiries exercising sound judgment and initiative. Uses tact and discretion when handling confidential and/or sensitive information and ensures the Director remains informed of ongoing communications.

Appointment Reappointment Promotion & Tenure (ARPT) Process:

• Schedules 5.02 and promotion meetings; collect up-to-date CV from faculty member(s).
• Tracks and follows the checklist for ARPT files.
• Processes tracking spreadsheet for each ARPT candidate and ensures it is up-to-date.
• Coordinates the Departmental Steering and Personnel Committee (DSPC) for Promotion Reappointment and Tenure process. Collates and delivers/uploads DSPC documents for review by committee members via OneDrive.
• Schedules DSPC meetings and ensures that all members are provided with required documents and kept on track with respect to meeting dates and details.
• Participates in DSPC meetings takes minutes and other required work such as follow up with external and/or internal reviewers for receiving letter on time for DSPC review.
• Plans and coordinates special events meetings retreats strategic planning meetings and workshops for Department Head and provides high level executive assistance for external departmental reviews.
• Assists Manager of Administration and Operations with special projects and events.
• Arranges meetings including room bookings making complex travel arrangements including booking flights and hotels and catering. Arranges national and international teleconference and/or video calls.
• Coordinates items requiring approval and/or signature by Head. Ensures urgent matters are brought to the attention of Director as soon as possible. Arranges for and notifies of a faculty alternate to review and sign documents during Directors absence.

Summative Peer Review of Teaching (SPRot) Process:

• Provides administrative coordination for the Departmental Summative Peer Review of Teaching (SPRoT) committee including collation and secure distribution of SPRoT documentation to committee members via OneDrive.
• Schedules meetings including arranging room bookings.
• Coordinates documentation requiring approval and/or signature by the Head and promptly alerts the Director to urgent matters.

Merit:

• Coordinates the annual faculty merit review process in accordance with Faculty of Education Deans Office guidelines and OSE timelines.
• Updates Faculty of Education merit review guidelines to reflect OSE-specific timelines.
• Prepares and distributes merit review communications on behalf of the Director to tenured tenure-track faculty and lecturers including required forms coversheets and guidelines.
• Tracks receipt of completed Summary of Activities forms coversheets (where applicable) and updated UBC CVs ensuring all materials are received by established deadlines.
• Creates organizes and maintains a secure OneDrive folder for the Merit Committee containing all required faculty documentation and process materials.
• Manages access to confidential merit review materials granting and revoking committee access at appropriate stages of the process.
• Generates Student Evaluation of Instruction (SEI) reports from Canvas in accordance with established procedures and timelines.
• Maintains SEI reports in a secure location and provide them exclusively to the Director; ensure SEI data is discussed verbally during committee meetings and not distributed.
• Provides administrative and logistical support to the Merit Committee including preparation for meetings document management and score tracking.
• Attends Merit Committee meetings and assist the Director/Chair with facilitation and tracking of compiled merit scores.
• Ensures confidentiality and conflict-of-interest protocols are followed including managing committee member recusals during discussions.
• Assists with sorting and ranking merit scores following committee deliberations and support resolution of tied scores as directed by the Director.
• Removes Merit Committee access to confidential faculty materials following completion of the merit review process.
• Maintains accurate records related to the merit review process and support the Director with post-review documentation as required.

Workload:

• Supports the annual academic course planning process by coordinating workload planning activities for the upcoming academic year.
• Assists the Director in coordinating course planning discussions with the Director of Undergraduate Programs Director of Graduate Programs and Director of Professional Development.
• Prepares and distributes communications to tenured and tenure-track faculty outlining proposed course offerings including a table of courses for review.
• Distributes Workload forms to faculty communicates submission deadlines and offers scheduling options for individual meetings with the Director; copy the Manager Administration and Operations on all related correspondence.
• Schedules and coordinates one-on-one workload meetings between the Director and individual faculty members ensuring meetings are held within established timelines.
• Provides the Director with completed Workload forms in advance of scheduled meetings.
• Supports the documentation of workload decisions by ensuring revisions and notes agreed upon during meetings are reflected on updated Workload forms.
• Distributes revised Workload forms to faculty on behalf of the Director and manages follow-up correspondence regarding questions or clarifications.
• Ensures all workload-related correspondence and documentation are accurately saved and maintained on the shared K: drive in accordance with established filing practices.
• Tracks receipt of finalized Workload forms and produces a master workload list once all forms have been received and confirmed.

Faculty Recruitment Visits:

• Oversees the coordination of the faculty recruitment process including the coordination of logistical details of each and all faculty recruitment visits.
• Acts as point person for each candidate during their visit(s). Working closely with the Director Search Committee chair(s) and the Deans Office Education to coordinate the itinerary accommodation transportation and other related arrangements.

General Administration:

• Coordinates documents requiring approval and/or signature by the Director. Ensures urgent matters are brought to the attention of Director as soon as possible. Supports Acting Directors to review and sign documents during the Directors absence.
• Responds to a wide range of oral and written inquiries of a general nature; and forwards as appropriate.
• Performs other related tasks.
  

Consequence of Error/Judgement
Work is performed independently. This position requires a high degree of confidentiality diplomacy tact and accuracy. The Director relies on the accurate and timely scheduling of meetings appointments and travel arrangements. Failure to perform duties in an accurate and timely manner could result in monetary losses to the School and could adversely affect faculty promotion and tenure processes.

Supervision Received
Works independently under administrative direction. Expected to manage and resolve problems as they arise and use effective judgement in implementing solutions. Refers problems especially if recurring or ongoing to the Manager Administration and Operations for direction. May recommend solutions and implement upon approval.

Supervision Given
May supervise and direct the work of employees in lower classifications students and/or temporary staff as required.

Minimum Qualifications
- 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 inclusion

Preferred Qualifications

• Ability to compose correspondence reports presentations and other written materials using clear concise business language.
• Ability to gather record and organize information.
• Ability to effectively manage multiple tasks and to prioritize and work effectively under pressure to meet deadlines.
• Ability to be thorough accurate and have a high level of attention to detail.
• Demonstrated flexibility to meet and adapt to changes in organizational priorities.
• Ability to work independently with minimal supervision and to foster a positive environment.