Executive Director, Office of the President

Job Category

Job Profile

Job Title

Department

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge qualifications and experience for the the normal course employees will be hired transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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

Reporting to the President the Executive Director (ED) supports the President and coordinates the staff in the Presidents Office. They also play a significant role in supporting the Universitys senior leadership team in a collaborative manner. The ability to establish productive and collaborative relationships with internal and external stakeholders cannot be overstated. Along with the President and leadership team the ED plays a role in strategy governance budgets and advancing the universitys definition this position includes special projects and other duties as assigned.

The ED requires a broad and deep understanding of the University of British Columbia its campus cultures relationships and supporting policies processes and practices. This leader must develop quality relationships at all levels across the institution raising awareness and mutual understanding in order to facilitate solutions regarding short medium and long-term strategy planning for projects and initiatives and for developing strategic responses to institutional issues and opportunities that support and elevate the universitys reputation as a global institution. Cross-portfolio and cross-institutional collaboration is crucial to develop integrated solutions to meet institutional objectives.

The incumbent is required to develop quality relationships with key stakeholders and post-secondary organizations such as U15 Universities Canada and RUCBC as well as with industry and community associations that represent interests across our campuses and initiatives.

This position supports the Presidents overall leadership of the maximizing strategic support to the President the position:

• provides confidential strategic tactical and comprehensive advice and support to the President.

• serves a triage function for major operational and/or reputational issues affecting the University in concert with the UBC Executive.

• facilitates and supports the coordination of strategic plan implementation.

• liaises with a broad range of offices internal and external to UBC including government educational institutions private industry and civil society.

• works collaboratively with the Board Secretariat Office and the Senate Secretariat Office to develop and coordinate Board Committee Board and Senate materials.

The position provides effective and efficient management for the administrative and operational functioning of the Office including the overall workflow for the Presidents day-to-day affairs and long-term agenda planning (including travel).

The incumbent supports the annual goal setting and performance reporting process of the Executive Team and may lead strategic initiatives as assigned by the President.

Organizational Status
Reports directly to the President. Works closely with and is a member of the Executive Team and senior university administration and supports hiring committees for senior university leadership positions. Responsible for coordinating university-wide responses on issues presenting significant operational or reputational risks.

Work Performed

Strategic Role

• Supports the President and leadership team in the establishment and implementation of Strategic and operational plans.

Executive Team Liaison and Relationship Management

• Provide advice and assistance to the President on issues concerning the direction and operation of the University; working with area specialists prepare briefing notes for the President on a variety of issues from across the University as well as coordinate such notes from external sources (e.g. Universities Canada U15 RUCBC).

• Work with the Executive Team Public Affairs Communications and others to position the President strategically on matters pertaining to public visibility and University reputation.

• From time-to-time undertake a coordinating role on behalf of the President on initiatives that link UBC and the wider community.

• Work with the Executive Team to clearly identify the role of the President in major projects and ensure that his time is well utilized.

• Provide ongoing advice and counsel to the Executive Team their offices internal offices and external organizations on matters pertaining to the Presidents role and activities.

• Support proactively VP selection and reappointment committees and VP portfolio reviews as required.

• Sit on/chair strategic committees and working groups as appropriate representing the Presidents Office. Lead and/or initiate processes to ensure identified initiatives get under way. Conduct extensive consultation with VP Offices on initiatives that are underway to provide context and strategic advice.

• Serve as an information resource and source of advice on behalf of the President for offices and individuals across the University.

Office Operations and Administrative Leadership

• Perform and coordinate operational support in the Office of the President.

• Oversee the work flow in the office including review of all incoming communications (e.g. telephone calls mail and general electronic mails) to the President; triage and redirect communications queries concerns as appropriate.

• Identify and work with appropriate UBC department/unit/faculty in responding to enquiries.

• Support the Presidents professional time by developing and monitoring overall guidelines for scheduling; review protocols for scheduled events; identify and recommend potential opportunities to promote open and transparent communications by the President.

• Oversee the preparation of materials for meetings events and speaking engagements; review and approve quotes and materials for various documents.

• Oversee the preparation of agendas for select Presidents meetings and take notes and do follow up as required.

• Manage the administrative and budgetary functions in the Office of the President.

• Develop and maintain policies procedures and standards.

• Prepare Presidents Office budget monitor expenditures recommend strategies for financial closely with VPFO and VPAO on the preparation of the university budget.

• Recruit hire support develop and retain staff to carry out the responsibilities of the office; conduct performance reviews; make decisions regarding compensation; discipline and terminate if required.

• Oversee the space and associated infrastructure needs of the Office of the President.

• Work closely with Ceremonies and Events Development and Alumni Engagement and other stakeholders on events preparation and execution on the Presidents behalf.

• Works closely with VP External Relations and Communications on Issues Management for the university.

• Oversee management of Norman Mackenzie House (NMH) operations and budget.

• Perform other duties as required.

Consequence of Error/Judgement
Must be able to work independently and exercise extensive judgment and decision making in providing a triage function for major operational and/or reputational issues affecting UBC as a whole; developing policies and procedures for the smooth operation of the Office; identifying and bringing forward key issues. Every action and decision made could have significant impact on the reputation of the university; on its operations; as well as the general public government private industry and the communitys view of the Presidents role as Chief Executive Officer of the University and his position in the academic world.

Supervision Received
Works independently per the general direction set by the President.

Supervision Given
Is responsible for the management of office staff which includes hiring training; dismissal and performance appraisal.

Minimum Qualifications

- Masters Degree in a relevant discipline. Minimum of 10 years of experience in a large and complex private or public sector organization including five years at a senior level.

- 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

• Experience in a university environment preferably UBC a definite asset.

• Able to think and act independently see the broad implications of events anticipate issues and potential problems and skillfully manage contentious interactions.

• Able to think both strategically and tactically from an organizational perspective and to translate into practical implementable solutions appropriate to the organizational context.

• Strong relationship management and communications skills.

• Proven people leadership skills

• Ability to shape and influence key stakeholders

• Strong team player and able to work effectively with diverse colleagues

• Proven ability to effectively and efficiently handle multiple simultaneous sensitive and complex tasks and projects involving a diverse range of constituencies.

• Exceptional organizational analytical and problem-solving skills.

• Sound judgment and integrity.

• Demonstrated experience in resolving unexpected and/or ambiguous situations or issues.

• Able to negotiate and facilitate resolution to complex issueswith calm and poise.

• Remains calm in situations of tension and complexity

• Proven ability to communicate professionally tactfully and sensitively with all levels at theUniversity and with outside representatives and the general public.

• Proven ability to manage staff delegate and oversee workflow and provide coaching and corrective action to develop staff and manage performance.

• Ability to work effectively with others at all levels of the organization and across cultural differences

• A commitment to enhancing ones own awareness knowledge and skills related to difference along with demonstrated ability to foster equity and diversity in the workplace.

• Proven ability to be highly responsive and flexible.

• Proven ability to maintain confidentiality to use independent judgment to manage and impart confidential information.

• Flexibility on workload and timing issues.