Executive Assistant to Associate Deans

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

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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.

Please note that this is primarily an on-campus position with the possibility of remote work for one day per week on a set schedule and in alignment with the Faculty of Educations Hybrid Work Guidelines.

Interested individuals are asked to submit a cover letter and resumé as their application materials.

JOB SUMMARY

The Executive Assistant to Associate Deans provides executive-level confidential and complex administrative support to the Associate Dean Faculty Affairs and Associate Dean Equity and to the Deans Office management team as needed. As a member of the administrative support team in the Faculty of Education Deans Office this position is responsible for supporting the two Associate Deans portfolios by: coordinating the intensive schedules of the two Associate Deans responding redirecting or triaging inquiries through various methods of communication accommodating and prioritizing requests and tasks supporting complex projects and processes researching necessary information drafting various types of documents creating and updating file archives and liaising with individuals and/or units (internal and external) to collect and provide information on behalf of the Associate Deans. Based on a thorough understanding of the two Associate Deans portfolios and priorities the incumbent will decide which inquiries requests and issues to address independently or in consultation with Manager HR & addition this position shares the front desk responsibilities and other general administrative office support duties in the Deans Office with the other Executive Assistant.

The incumbent must exercise diplomacy tact discretion good judgment initiative and be able to work independently and collaboratively. The position requires the individual to be creative adaptable and demonstrate a high level of attention to detail.

This position is expected to work in a collaborative manner to promote the Facultys strategic commitments to inclusive excellence through fostering values of respect reciprocity opportunity equity diversity inclusion Indigenization and decolonization.

ORGANIZATIONAL STATUS

The position works closely on a daily basis with the Associate Dean Faculty Affairs the Associate Dean Equity and the and Manager HR & Administration. Overall objectives and task prioritization are provided by the two Associate Deans in consultation with the Manager HR & Administration as required. This position also collaborates with the other Executive Assistant in the Deans Office (who supports the Dean) to provide general administrative service in the Deans Office. The incumbent is required to use tact discretion and diplomacy in liaising with faculty and staff from the Faculty of Education other UBC Faculties and leadership offices administrators and faculty at other universities and committees upon which the Associate Deans serve.

WORK PERFORMED

• Provides the executive-level confidential administrative support to the Associate Dean Faculty Affairs and Associate Dean Equity by coordinating scheduling workflows document archives and timelines; provides support to Deans Office senior staff members as needed.

• Coordinates the complexities of the two Associate Deans calendars. Prioritizes and schedules appointments and coordinates aspects of meetings while keeping the two Associate Deans informed. With a thorough understanding of the two Associate Deans portfolios and priorities exercises tact and discretion in prioritizing re-directing or declining requests for meetings diplomatically and respectfully. Consults with the Manager HR & Administration to achieve resolution on difficult matters.

• Responds to email telephone and in-person inquiries looking for the two Associate Deans from a wide variety of sources either general or complex in nature. Triages redirects and tracks such inquiries and requests.

• Liaises with Heads/Directors other Associate Deans Assistant Deans administrative staff senior University officials other units across campus and others on behalf of the Associate Deans to collect and provide necessary information.

• Coordinates general communications for the Deans Office with the other Executive Assistant. Screens and prioritizes all incoming inquiries email telephone and in-person from a wide variety of sources and refers matters for reply or additional information to the attention of the two Associate Deans or other senior staff.

• Prepares and processes sensitive documents and information such as correspondences or PowerPoint presentations for the Associate Deans; researches background information proofreads and edits docuemnts as required.

• Provides coordination and support for committees and meetings that are chaired by the Associate Deans. Duties for these committees/meetings may include: coordinating attendance preparing and distributing agendas and meeting materials taking and distributing minutes in a timely manner and arranging necessary bookings for venues catering and audio-visual (AV) requirements.

• Working with Manager HR & Administration with guidance from the relevant Associate Dean provides general administrative support (such as scheduling venue booking catering orders and/or communications) for:

a. The Faculty Affairs portfolio including promotion and tenure processes faculty searches processes and faculty mentorship initiatives; and

b. The Equity portfolio including small grant funding processes programs related to sexual orientation and gender identity (SOGI) in education and other equity-related initiatives.

• Working with other administrative team members coordinates the Faculty Meetings (four times per year) including preparing the agenda distributing documents and notifications arranging room booking and AV ordering catering tracking attendance and related tasks.

• Working as a member of the administrative support team in the Deans Office assists with planning and organizing a variety of ongoing annual and/or one-time academic and non-academic projects and activities hosted by the Associate Deans or the Deans Office. Tasks include but are not limited to: preparing communications providing research support handling data and materials booking venues creating and distributing invitations coordinate attendance catering and AV arrangements and venue set-up and take-down.

• Shares the routine front desk responsibilities and general administrative support duties with the other Executive Assistant to ensure the efficiency of the Deans Office operations. General administrative support duties include but are not limited to: greeting guests and visitors assisting with boardroom set-up ordering of office/kitchen supplies submitting service orders and covering scheduled shifts and vacation leaves at the reception desk.

• Acts as vacation backup for the other Executive Assistant to support the Dean as required.

• Performs other administrative duties related to the qualifications and requirements of this job level as needed.

SUPERVISION RECEIVED

The position reports to the Manager HR & Administration and works closely with the Associate Dean Faculty Affairs and Associate Dean Equity and Deans Office staff on a daily basis performing familiar duties independently and in accordance with established procedures. The incumbent is expected to be able to take initiative problem-solve determine courses of action and then follow through independently consulting the two Associate Deans or the Manager HR & Administration on new or complex problems.

SUPERVISION GIVEN

May oversee work of students and/or temporary staff and may explain work procedures to new or inexperienced staff.

CONSEQUENCE OF ERROR

This position handles highly sensitive and confidential matters involving complaints appeals conflicts of interest personnel issues and disciplinary actions. As such the incumbent must have strong abilities to exercise judgement tact discretion and initiative. Poor judgement or errors could have a negative impact on the Deans Office the Faculty and the University resulting in legal action negative public relations financial costs and loss of credibility.

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

EXPERIENCE

• High School graduation and a (minimum) two-year post-secondary diploma.

• Minimum two years related experience or the equivalent combination of education and experience.

• Experience with executive-level support to senior executives in a university setting is a strong asset.

• Experience with and knowledge of University policies and procedures is an asset.

SKILLS

• Strong skills in interpersonal and written communication.

• Strong organizational skills for organizing multiple tasks and priorities in order to meet deadlines in a fast-paced environment.

• Strong skills in Microsoft Office programs including Word Excel PowerPoint and Outlook (calendar and email).

• An aptitude for learning new software applications.

• Experience in content management on WordPress web platforms is an asset.

ABILITIES

• Ability to plan schedule and organize a variety of projects and/or events often concurrently.

• Ability to prioritize multi-task and meet deadlines in a fast-paced environment.

• Ability to analyze and effectively resolve problem through identifying key information and issues.

• Ability to determine the nature and urgency of inquiries and issues and triage appropriately.

• Ability to obtain disseminate record and organize information effectively and tactfully with individuals from all levels of the University and the external community.

• Ability to take and transcribe accurate meeting minutes with a short turn-around time.

• Ability to compose reports presentations draft correspondences and other written materials using clear concise business English.

• Ability to exercise tact and discretion with sensitive and confidential matters.

• Ability to be thorough and maintain accuracy with a high level of attention to detail.

• Ability to deal with a diverse group of people in a calm courteous and effective manner including developing and maintaining productive working relationships.

• Ability to work both independently and participate as an effective member in a team environment.