Executive Administrative Assistant

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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.

Job Summary

The Azar lab is led by Principal Investigator (PI) Dr. Pouya Azar at Vancouver General Hospitals Complex Pain and Addiction Service (CPAS) and UBC Department of Psychiatry Faculty of Medicine. The lab is driving the Innovations in Mental Health Addictions and Pain Program (IMAPP) Canadas first translational research hub that integrates three areas: substance use mental health and pain. It conducts clinical and translational research focusing on the development and evaluation of novel opioid agonist treatment protocols and medical devices to improve the health outcomes for patients with mental health and substance use disorders.

The Executive Administrative Assistant will provide high-level administrative and operational support to Dr. Azar and his team across research teaching and clinical work. This position involves overseeing communications scheduling travel financial administration and team coordination requiring exceptional organization discretion and professionalism.

This position is primarily on-site at a health facility.

Organizational Status

The Executive Administrative Assistant will be reporting directly to the PI Dr. Azar while collaborating closely with team members and relevant stakeholders to support effective operation of the research team.

Work Performed

Serve as a primary point of contact for the PI including daily check-ins to identify priorities and tasks that require his input and output.

Monitor and manage the PIs email accounts responding to inquiries and drafting correspondence as appropriate.

Manage and maintain the PIs calendar including scheduling meetings coordinating logistics and communicating availability. This may include setting meetings that involve the PI on behalf of his collaborators.

Arrange domestic and international travel including accommodations itineraries and related logistics.

Support the preparation of grants awards and funding applications including drafting documents and securing necessary letters of support and signatures.

Coordinate and manage paperwork requiring the PIs approvals including reference requests and reimbursement requests.

Prepare and process reimbursements including contacting the vendors to obtain required documents (e.g. invoices receipts etc) information to set them up in the payment system and send out the cheque requisition request.

Obtain required approvals and signatures for financial and operational documents.

Manage lab purchases including meals equipment and service recognition items.

Bookkeep expenditures and revenues with high accuracy and detail.

Prepare regular accounting reports to leadership to facilitate human resource and budget planning.

Support the manager and PI with setting up contracts in coordination with institutional requirements.

Facilitate the credentialing process for observerships research assistantships including obtaining medical affairs and operational approvals.

Organize and support in-person meetings including setup catering and donor engagement logistics.

Support with planning and executing team events.

Performs other duties as needed.

Consequence of Error/Judgement

Due to Dr. Azars demanding workload and the time-sensitive high stakes nature of the responsibilities this role requires exceptional accountability timeliness and discretion. The Executive Administrative Assistant must consistently demonstrate sound judgment and attention to detail as errors could disrupt workflow efficiency compromise the integrity and professionalism of the PI and negatively impact the success of the research lab.

Supervision Received

The incumbent will work independently but closely with and under the direction of Dr. Azar and the research manager and is expected to be self-directed taking initiative as a collaborative team member. This individual must follow established policies procedures and employee standards of UBC and VCH and will receive specific instructions only on unusual problems or on matters which depart radically from established policy and procedures.

Supervision Given

There is no significant supervision that the incumbent needs to give. The individual may have to guide team members through certain administrative procedures.

Minimum Qualifications
High School graduation plus a two year post-secondary diploma plus four years of related experience or an equivalent combination of education and experience.

- 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

High school graduation plus 2 years of post-secondary education plus 4 years of related administrative experience; or an equivalent combination of education and experience; or an equivalent combination of education and experience.

Previous experience in executive-level administrative support or supporting senior leadership in an academic research or healthcare setting is an asset.

Exceptional organizational and time-management skills with the ability to manage multiple priorities under tight deadlines.

Proven ability to maintain confidentiality and exercise discretion in handling sensitive information.

Ability to independently apply a broad knowledge of policies and procedures.

Ability to draft complex correspondence for signature and write reports in clear concise business English.

Ability to supervise establish standards of performance and resolve work problems.

Proficiency with Google Workspace Microsoft Office Suite and institutional systems such as Workday is preferred.

Experience with budgeting bookkeeping and reimbursement processes preferred.

Professionalism diplomacy and sound judgement when representing Dr. Azar and the lab.