Executive Assistant

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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 Executive Assistant provides confidential administrative support to the Department Head and Director Human Resources and Administration (Director). The incumbent utilizes a high level of judgement professionalism and sensitivity in dealing with students faculty staff Hospital Site Heads government agencies vendors and other officials. A thorough knowledge of the department programs policies and procedures of the Department and of the University is essential.

Organizational Status
This position works under the direction of the Department Head and Director. The position plays a key role in the Department by providing day-to-day administrative support to the Department Head and Director and planning major Departmental events.

Work Performed

Assistant to the Head and Director
-Provides executive administrative support to the Department Head and Director:
-Organizes the calendar of the Head (and at times the Director ) by performing duties such as scheduling meetings conferences and appointments identifying and communicating high priority requests and coordinating with other schedules; minimizes Heads travel time where possible.
-Collects reads sorts and prioritizes all paper mail addressed to the Department Head and Director of the Department including confidential mail. Receives packages sent to the Department.
-Screens all incoming materials referring matters for reply or additional information and prioritizing for the attention of the Department Head and Director .
-Schedules Committee meetings and periodic meetings for faculty members for promotion and/or tenure.
-Provides support to the Department Head with teaching scholarly and clinical activities.
-Makes travel and hotel arrangements for the Head; selects and assembles a schedule of meetings that the Department Head would need to attend at out-of-town conferences.
-Arranges for a Faculty alternate to review and sign appointment forms and/or grants during Heads absence; notifies appropriate parties of this alternate signing authority.
-Drafts and edits letters memoranda and reports and generates and compiles statistical data and reports as needed.
-Coordinates research grant and fellowship applications before submitting them for signatures to the offices of the Dean of Medicine and Research Services. Checks details of grant application cover sheet ensuring all relevant and necessary information is attached such as the title page abstract page and all budget pages.
-Completes and retrieves commitment letters for personal research/scholarship awards - notifies faculty of deadlines.
-Drafts correspondence for the Head including but not limited to letters of recommendation for scholarship funding.

General Administration
-Schedules Departmental Meetings collects information and develops agendas materials and takes minutes for Departmental Meetings. Distributes approved minutes to the appropriate members.
-Books meeting rooms zoom calls and presentation equipment when required; arranges catering.
-Responds to confidential telephone email and in-person inquiries and provides information of a complex nature.
-Provides information regarding UBC policies and procedures and answers enquiries from staff faculty and visitors.
-Oversees the staff and faculty awards nomination processes for the various Faculty Department University and external awards including proactively managing deadlines and supporting the Chair by completing information needed for the Committee soliciting referee requests retrieving nominations from the website and coordinating nomination packages to the Committee and relevant stakeholders.
-Pro-actively coordinates and supports the submission process of the annual activity reports for faculty ensuring their information is updated in a timely manner.
-Oversees and arranges the contract renewal of all office equipment including the printers/copiers such as communicating with vendors reviewing contractual documents and obtaining financial approval.
-Contacts hospital government agencies and faculty officials to obtain clarify and disclose information when necessary.
-Oversees and maintains the confidential Departmental administrative physical and electronic files.
-Assesses and delegates the workflow for the Work Learn student in the Administration Office to ensure everything is completed in a timely manner and that division of tasks is suitable.
-Delegates the workflow for the HR Assistants when the incumbent is absent to ensure the timely completion of tasks.
-Provides administrative support to: the Pathology Awards Committee Faculty Executive Committee Recruitment Committees Inclusion Action Committee and other ad hoc committees. These duties include but are not limited to: booking rooms (or zoom calls) taking minutes proactively distributing agenda and minutes in a timely fashion and keeping track of nominations.
-Reconciles the Departmental credit card. Coordinates the reconciliation of the Xerox bill.

- Keeps track of space inventory in the Department and submits the report to facilities as required. Escalates complex space requests to the Director.
-Serves as the main point of contact regarding facility requests (i.e. maintaining list serves keys email photo IDs phones etc).
-Oversees and maintains office supplies and equipment purchases.

-Submits invoices for payment ensuring the correct coding maintains a shared finance tracking sheet regarding what invoices were submitted what the invoice was for where the invoice was charged and whom requested the invoice be paid; and checks Workday to ensure the invoices are appearing in the general ledger.
-Other tasks as required by the Department Head and Director

Event Coordination
-Plans and co-ordinates the two major events for the Department: Pathology Day and Seasonal addition to this the seasonal potluck event.
-Plans and co-ordinates special events meetings retreats strategic planning meetings workshops for the Department on local regional and national issues.

Pathology Day
-Coordinates all aspects of the annual event; all arrangements are subject to approval by the Director and Pathology Day Committee.
-Provides administrative support to the Pathology Day Committee.
-Conducts pre-event budget projections and post-event income and expense statements together with the Director and Financial Analyst.
-Together with the Director ensures the event adheres to UBC Financial policies and guidelines.
-Prepares design modification production and distribution of tickets and posters.
-Disseminates information to all UBC departments hospital site via website posters and individual contacts.
-Processes registrations from faculty students residents and staff for the Pathology Day including taking payments sending receipts etc.
-Processes payments for all aspects of the event including payments to suppliers caterers and vendors and reimbursement of travel for speakers invited and local.
-Functions as contact person for all speakers event participants and vendors.
-Organizes travel arrangements for invited speakers.
-Arranges for premise setup catering IT equipment poster boards and other materials.
-On the day of event arrives early to ensure the proper setup of the facilities.
-Performs on-site trouble-shooting as needed.
-Develops databases to track the event registrations past and present to record payments to generate receipts mailing labels name lists badges etc.
-Investigates new venues for Pathology Day.
-Prepares evaluations for Pathology Day.
-Performs other related tasks.

Seasonal Celebration
-Coordinates all aspects of the annual event; all arrangements are subject to approval by the r Director and Head.
-Sends out notices to the Department and tracks RSVPs from the Department.
-Conducts pre-event budget projections and post-event income and expense statements together with Director and Financial Analyst.
-Functions as contact person and processes payments for all aspects of the event including payments to suppliers caterers and vendors. Tracks all expenses submitted and checks general ledger for their debits
-Arranges for premise setup catering IT equipment and on the day of event arrives early to ensure the proper setup of the facilities; performs on-site trouble-shooting as needed. Communicates IT set up and contact information to them should the IT fail.
-Investigates new venues.
-Performs other duties as required.

Finance Responsibilities
-Prepares and reviews requisitions travel claims and journal vouchers verifies accuracy of information including account coding reviews backup documentation ensures authorized signatures are valid; files departmental copy and submits requisitions for processing. Checks Workday to ensure expenses were paid. Maintains tracking tool for expenses.
-Reviews and validates transactions (requisitions and journal vouchers) prepared for the Department. Heads signature and approval checking for correctness of coding and ensuring compliance with policies and adequacy of supporting material escalating complex transactions to the Director and/or Office Manager.
-Creates new Worktags; Assists with financial related queries for the Department.
-With the support of the Finance Clerk Financial Analyst and Senior Finance Manager responds to queries and provides support to members of the Department.

Consequence of Error/Judgement
This position works independently under broad direction and work is performed within authorized prescribed limits and/or an approved plan. Exercises judgement and initiative in handling matters of a non-routine nature requiring the interpretation of University and Departmental guidelines procedures and policies. Correspondence via letters or emails needs to be accurate and sent to the correct individual(s).

The position is responsible for administrative tasks such as scheduling appointments; screening grant applications to check for compliance with the UBC policies. Lack of attention to detail will result in disruption of the Department Heads calendar or errors in communication or in planning Department meetings or searches. There are a variety of job tasks requiring ongoing prioritization

Supervision Received
Works independently under the direction of the Department Head and Director. Refers problems especially if recurring or ongoing to the Director for guidance. Recommends solutions and implements upon approval.

Supervision Given
Formally trains new staff on work procedures and/or oversees work of students and/or temporary staff.

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

- Training in secretarial practices office procedures and/or basic accounting; Knowledge of scientific or medical terminology preferred.
- Three years of relevant UBC experience.

-Ability to be thorough accurate and have a high level of attention to detail is required.

-Ability to communicate effectively verbally and in writing.

-Ability to accurately maintain appointment calendars and schedule appropriate appointments.

-Ability to efficiently and effectively coordinate tasks.

-Ability to create and accurately maintain record and filing systems.

-Ability to prioritize and work effectively under pressure to meet deadlines.

-Ability to effectively manage multiple tasks and priorities

-To efficiently and pro-actively coordinate the activities of events such as Path Days so that all involved with the event are provided with sufficient time to complete their tasks and the event is well organized.

-Ability to exercise tact and discretion when handling sensitive or confidential issues.

-Ability to work effectively independently and in a team environment.

-Ability to perform word processing at 60 words per minute.

-Ability to use compose business correspondence generate reports from Excel and Access at an intermediate level.

-Proficient with MAC and PC systems MS Outlook MS Word MS Excel and MS PowerPoint along with the ability to use electronic mail programs Internet and other software as required.