Executive Coordinator

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 is a leave replacement for a fixed term duration.

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 Coordinator is responsible for the management and administration of the full annual cycle of the ongoing activities of the Directors Office and faculty affairs for the school: establishes in consultation with the Director Committee Chairs and Administrator goals division of responsibility work processes schedules and priorities for the Directors office. Responsibilities also include oversight of the human resource administration for all faculty members (TT faculty lecturers sessional instructors visitors and postdocs). Conducts research and produces reports; advises and interprets faculty policy procedure and precedent with regards to faculty affairs and ensures faculty and staff at the VSE are aware of any changes; assists in authoring highly confidential and sensitive documents; manages projects events and processes; and oversees administrative support for the Directors Office. Maintains a high level of integrity and focus in managing confidential and sensitive information in a demanding environment. Management areas of responsibility include: Oversight of procedures and processes involved in faculty recruitment faculty appointments honoraria leaves retirements and resignations; teaching evaluation reports including peer reviews; promotion tenure and reappointment reviews; faculty awards; committee assignments; faculty events internal website for faculty members calendar intranet and web updates; annual reports and Merit/PSA rankings. Responsible for the supervision of support staff in the Directors office including hiring evaluation and discipline.

Organizational Status
Reports to the Director of the School regarding planning and prioritization of work and to the School Administrator regarding work schedule and management of workload. Supervises one CUPE support staff and work-learn students and trains other support and temporary staff. Collaborates with Administrator Director and Committee Chairs in planning and setting goals.

Work Performed

• Manages and plans an annual cycle of activities special projects and ongoing day-to-day activities of the Directors Office collaborates with the leadership team to plan and implement strategic goals and initiatives.

• Provides advice to the Director on complex issues including policy interpretation project planning and drafting confidential documents.

• Collaborates with the Director in assigning faculty committee responsibilities; providing background and advice to ensure an equitable and effective allocation of duties to faculty is determined.

• Develops and implements procedures and processes that support the faculty providing training as needed.

• Provides consultative support to Committees and reports on progress such as Recruiting RPT Awards and Peer Review.

• Provides guidance and instructions to faculty members based on the annual reports and CVs for Merit/PSA review by support staff. Offers advice and clarifications regarding the submission of career progress materials as well as guidance and instructions on interpretation.

• Oversees the preparation and processing of confidential documents relating to faculty appointments leaves re-appointments etc. and maintains related records. Oversees the sessional lecturer appointments including advising on contract entitlements to the Teaching Assignment Committee.

• Plans and manages and oversees the VSE annual cycle of procedures and processes for faculty recruiting appointment and reappointment promotion and tenure HR and faculty evaluation. Ensures compliance with University Faculty of Arts and VSE guidelines policies and procedures including collective agreements for faculty and sessional lecturers.

• Advises and interprets any changes to faculty and sessional policy and procedures.

• Develops drafts and manages external and internal communication for department administration. Communicates on behalf of the Director as needed.

• Manages communication for sensitive matters collaborates with external offices on visits and media relations and directs internal communication from the Directors Office.

• Drafts rationales and justification letters for requests for faculty positions and rationales for approvals of candidate visits and hires.

• Reviews faculty visitor requests and proposals on behalf of the Executive Advisory committee. Resolves conflicts and ensures compliance with visitor policies procedures and standards.

• Responsible for the day to day supervision hiring evaluation discipline and termination of support staff and work learn employees.

• Manages all aspects of Vancouver Summer Program offering lecturer hiring curriculum and other non-credit programs.

• Liaises and collaborates regularly with Faculty Relations University Council UBC HR the Faculty of Arts Deans Office the Presidents and Provosts Offices Research Services and the VP Research Office including the Awards Office. Contacts and collaborates with senior units on behalf of the Director regarding divisive and sensitive situations. Takes a high level of initiative in troubleshooting researchingand finding creative solutions to complex and day-to-day problems.

• Acts as the VSE contact with Immigration Refugee and Citizenship Canada managing the IRC Employer Portal for the VSE and collaborates with the UBC Relocation and Immigration office in assisting with immigration status clearance and follow-up on behalf of faculty members.

• Manages the schools faculty member internal website (VSE Intranet and VSE Air website) including faculty recruiting applicationsand collaborates with faculty manager and IT specialist to troubleshoot problems.

• In collaboration with Director and School Administrator initiates develops and implements changes to systems and procedures in areas of responsibility that will improve efficiency fairness and effectiveness for faculty members.

• Creates and updates procedure manuals.

• Performs other duties as required.

Consequence of Error/Judgement
This is a key position responsible for the smooth management of all aspects of the Directors Office and faculty affairs for the school. The position requires a high degree of maturity judgement and discretion with highly sensitive and confidential information. Providing incorrect information and errors could result in delayed appointments late or missing salary payments and delay or denial of work permits all of which would seriously impact faculty members or new hires and create a negative impression of the school. Providing incorrect interpretations of faculty and sessional instructor collective agreements and policies relating to various appointments (e.g. benefits) could negatively impact budgets cause lost merit and salary adjustments lost hiring opportunities legal action grievances or embarrassment. Failure to follow guidelines or missing deadlines for award nominations can result in wasted effort and lost opportunities. Providing incorrect information or incorrect analysis of teaching evaluations could result in misleading or inaccurate information being presented by the Director in meetings and in correspondence to the Dean and Senior Appointments Committee potentially undermining our recommendations on RPT cases. Inappropriately or inadvertently releasing confidential and sensitive information can damage trust in the School leadership and lead to grievances or legal disputes.

Supervision Received
Reports to the school Administrator and Director. Works independently under broad supervision. Work is performed in accordance with broadly established procedures and practices requiring a high level of initiative to plan and complete assignments independently and judgement to select the appropriate method. High work volume requires ongoing prioritization and the ability to deal proactively with potential problems.

Supervision Given
Manages CUPE 2950 staff and work learn student including hiring training performance evaluation discipline and termination.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience or the 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

Experience working with senior managers and administrators; thorough knowledge of current HR and FR policy including faculty recruitment faculty appointments leave and resignations promotion and tenure and merit/PSA policies and procedures. Experience and knowledge of collective agreements for faculty and sessional lecturers. Experience and knowledge of faculty award procedures and event organization. Experience in supervision and delegating work to staff is required.

Working knowledge of the following:
-University governance and administrative systems
-University teaching evaluation methods and teaching resources
-Canadian immigration policies and procedures as relates to faculty appointments
-Knowledge and experience with university HR systems i.e. Workday ISIS SIS. Excellent organizational skills. Ability to be thorough accurate and have a high level of attention to detail. Ability to interpret and/or apply complex legislation policies regulations and technical information and ability to find appropriate sources of authoritative advice. Ability to make thoughtful informed and thorough decisions. Ability to deal with a diverse group of people in a courteous calm and effective manner. Ability to develop and maintain cooperative and productive working relationships. Highly effective oral and written communication skills: excellent command of English vocabulary and grammar with ability to write clearly and persuasively; ability to answer questions and orally explain procedures and concepts in a clear logical and helpful fashion; ability to author or draft a variety of complex confidential and lengthy documents. Ability to exercise a high level of tact discretion and diplomacy. Ability to take initiative analyze problems identify key information and issues and effectively resolve. Ability to propose solutions or improvements in an innovative manner. Ability to take initiative and use sound judgment in applying a thorough knowledge of policies and procedures to both routine and unexpected situations. Good interpersonal and networking skills. Ability to effectively manage multiple tasks and priorities and work under pressure to meet deadlines in a demanding environment exercising confidentiality sensitivity tact and discretion. Willingness to work irregular hours when necessary. Must be a self-starter flexible and adaptable and have the ability to deal effectively with people at all levels. Ability to effectively use Microsoft Office at an intermediate to advanced level e.g. Word Excel PowerPoint etc.
Experience using file-sharing systems e.g. Microsoft Teams MS OneDrive TeamShare WorkSpace
-Knowledge/training in HTML web authoring tools e.g. WordPress web file management systems photo management and editing software. Working knowledge and experience with UBC-specific software i.e. Workday ISIS SIS Canvas.

Ability to coordinate explain assign and monitor work processes as well as to develop and implement improvements. Ability to locate required information using a variety of methods e.g. online sources reports library searches and to review analyze and synthesize complex information into summaries and reports. Ability to interpret and apply faculty and sessional collective agreements in a complex environment. Ability to work effectively in a team environment and to work independently with minimal supervision.