Executive Assistant to the Dean and Vice-Provost

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Posting End Date

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

Job End Date

Please provide a cover letter as part of your application as applications without a cover letter will not be considered.

This position is part-time at 17.5 hours (0.5 FTE) per week the compensation range will be pro-rated to reflect this.

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 Executive Assistant to the Dean and Vice-Provost provides wide-ranging and confidential administrative support to the Dean and Vice-Provost and Associate Deans of the Faculty of Graduate and Postdoctoral Studies at the highest level. Ensures the maintenance of accurate and up-to-date information for all areas that impact the work of the Dean Associate Deans and senior staff. A thorough knowledge of the University structure and protocols and the Facultys mandate for Graduate and Postdoctoral Studies is required. The incumbent uses good judgment and sensitivity in dealing with students faculty staff the Senior Executive and the wider public. A thorough knowledge of the organization programs policies and procedures of the Faculty of Graduate and Postdoctoral Studies and of the University as well as the terms of reference of Graduate Council and its standing committees is addition this position provides expertise and administrative support to the Graduate Academic Policy Committee.

This position is expected to use initiative and be forward thinking anticipating the needs of the Dean & Vice-Provost. Ability to exercise a high level of tact diplomacy discretion and good decision-making skills when handling sensitive or confidential information.

Organizational Status

Reporting to the Senior Manager Human Resources and Postdoctoral Affairs this position receives direction or task assignment predominantly from the Dean and addition works closely with the Executive members of the Deans Office staff. Liaises with all senior offices within the University including the Presidents Office and the Office of the VP Academic & Provost and has regular contact with UBC faculty members. May contact external organizations government offices corporations other universities other Deans offices senior officials and other departments.

Work Performed

Executive Assistant Support - Dean and Vice-Provost- 70%

• Plans co-ordinates and maintains the Deans schedule including prioritizing requests negotiating times and locations with senior internal offices (Executive Offices other Deans Offices Faculty Unit Directors and external parties) to book meetings functions etc.

• Schedules and organizes meetings; secures appropriate locations arranges catering ensures IT requirements are met informs reminds attendees and tracks attendance prepares and circulates agendas takes detailed and concise minutes; drafts reviews and distributes minutes; prepares reports and presentation materials.

• Keeps the Dean apprised of daily responsibilities meetings deadlines and potential changes in schedule prioritizing urgent requests. Ensures adequate time between meetings and documentation preparation requirements are met.

• Communicates and responds to emails and written communication.

• Composes confidential correspondence from drafts or verbal direction.

• Prepares documentation for distribution; opens sorts and reads incoming mail and responds independently or redirects appropriately to general enquiries and forwards items requiring action to appropriate faculty and/or staff.

• Co-ordinates travel accommodation itineraries agendas meetings etc. for the Dean and visiting guests.

• Completes travel claims and other reimbursements of expenses incurred by the Dean on behalf of the Faculty.

• Coordinates the planning and implementation of faculty-wide receptions hosted by the Dean and Vice-Provost of Graduate and Postdoctoral Studies and other special events.

• Coordinates the Office wide annual Holiday Card and mail outs for any events hosted by the Dean and Vice-Provost of Graduate and Postdoctoral Studies

• Maintains a correspondence tracking system including pending and follow-up action items.

• Liaises with faculty staff students the Presidents Office Office of the VP Academic & Provost and other organizations both within and external to UBC.

• Assists with projects and reports assigned by the Dean and/or Associate Deans.

• Is the main point of contact for Building Operations for Graduate and Postdoctoral Studies. Maintains control over building ops requests for the office ensures maintenance and customer funded requests are submitted follows up and monitors requests and communicates timely all construction/potentially disruptive activities/work to office.

• Responds to graduate conference/event funding requests on behalf of the Dean tracks all requests and liaises with Finance to ensure correct payment if required.

• Coordinates GPS involvement in external reviews from initial data sharing to reviewing the final report.

General Administrative Support - Graduate Academic Policy Committee - 20%

• Provides general administrative support to the Associate Deans

• Provides support to the Graduate Academic Policy Committee.

• Co-ordinates Academic Policy Committee meetings; books rooms orders catering and arranges audio-visual requirements. Circulates agendas takes detailed and concise minutes; drafts reviews and distributes minutes to Academic Policy Committee.

• Maintains and updates the Faculty of Graduate and Postdoctoral Studies website page in relation to the Graduate Academic Policy Committee.

• Acts as main point of contact to Faculties/programs undergoing review liaises with appropriate staff to coordinate collection of data to send to the faculty/program being reviewed ensures deadlines are met. Provides feedback and assists in establishing documented protocols and a process for these reviews.

• Coordinates and schedules the Graduate and Postdoctoral Studies representatives for spring and fall congregations and assists with regalia rental as required.

• Coordinates and prepares the doctoral citations for the graduation ceremonies.

Other - 10%

• Performs other related duties as required suitable to the skills and experience of the position

Consequence of Error

Expected to exercise judgment in establishing priorities in the Dean and Vice-Provosts calendar and carry tasks through to completion promptly. 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 Dean and Vice-Provosts time and other varied assignments. Inability to manage time effectively and to plan according to deadlines could compromise the workflow of the Dean and Vice-Provost and/or Associate/Assistant 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. Any errors and/or omissions in judgment could seriously undermine the roles responsibilities and effectiveness of The Dean and Vice-Provost and/or The Faculty of Graduate and Postdoctoral Studies in addition to the University of British Columbia.

Supervision Received

Reports to the Senior Manager Human Resources & Postdoctoral Affairs and functionally to the Dean & Vice Provost. The incumbent in this role performs most duties independently and occasionally consulting with the Dean and Vice-Provost or senior staff of the Deans Office with reference to new or complex problems.

Supervision Given

No supervision given in this position.

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

Undergraduate degree preferred. Training in office procedures and practices or equivalent skills and experience. Executive Assistant training would be an asset. Significant period of time as an Assistant to a senior manager or executive 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 as well as the terms of reference of Graduate Council standing committees is preferred. 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. Strong interpersonal skills preferred; 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. The incumbent in this role performs most duties independently occasionally consulting with the Dean and Vice-Provost or senior staff of the Deans Office with reference to new or complex problems. Ability to communicate effectively and tactfully with the Universitys 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 MS Outlook Netscape Calendar and Internet browsers/search engines. Strong leadership skills and demonstrated ability to take initiative.