Executive Assistant to the Provost & Manager, Administrative Support

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

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 Description Summary

This position provides executive support to the Provost and Vice-President Academic Vancouver Campus. The role is responsible for the strategic management of the Provosts calendar and commitments oversight of searches and reappointments of senior leadership management of strategic hires and is also responsible for the completion of a variety of projects related to the efficient administration and organization of the administrative support for the Office of the Provost and Vice-President Academic.

The Executive Assistant is the primary contact for the Office of the Provost and Vice-President Academic liaising with the University community including the Office of the President the Offices of the Deans the other offices of UBC Vice-Presidents and senior administrators and constituents external to the University. The Executive Assistant must be able to foster effective working relationships with the reporting units within the portfolio across campuses and the University community. This position handles highly confidential and sensitive matters and manages the administrative support team.

Organizational Status

Reports to the Director Human Resources and Executive Administration and supports the Provost and Vice-President Academic UBC Vancouver.

This position liaises with the Office of the President the UBC Board of Governors the offices of other UBC Vice-Presidents Directors and staff within the Provost and Vice-President Portfolio to ensure the smooth running of the office.

Work Performed

• Strategically analyzes and manages the time and commitments of the Provost and Vice-President; assesses requests for meetings to ensure they meet the Provost and Vice-Presidents goals and objectives; exercises judgment as to the best use of time. Alerts and advises on conflicting priorities and recommends alternatives.

• Provides leadership and guidance to the Office in all administrative aspects; responsible for the effective organization of the office including work assignments and flow oversight of the administrative support for the Provost Office including Executive Assistants the Administration Manager and temporary staff. Trains evaluates disciplines and terminates staff.

• Reviews office procedures and administrative practices on an ongoing basis; identifies opportunities to strengthen workflows and supports the team through the implementation of improvements.

• Provides high-level document management including drafting editing formatting and proofreading of documents document storage and archival. Drafts complex documentation on behalf of the Provost to both internal and external stakeholders.

• Provides leadership and guidance for confidential sensitive and/or urgent communications sent from the desk of the Provost; works closely with the internal Provosts Office Communications team on communications and collaborations between the Provost and the larger portfolio the faculty members and the University.

• Effectively communicates with the Office of the President the UBC Board of Governors the other offices of UBC Vice-Presidents Deans and Deans offices and external consultants. Ensures requests for information are appropriately tracked to completion. Triages email correspondence on behalf of the Provost and assigns information requests to senior leadership and other portfolios as required.

• Identifies leads and implements a variety of concurrent projects and emerging issues entrusted to the office by the Presidents Office the UBC Board of Governors and UBC Central Administration to ensure efficient administration organization and operations.

• Manages senior leadership meetings within VP Academic and Provost including the Committee of Deans meetings; as well as the Provost Office meetings and provides expert committee management as required including scheduling preparing agenda and background documentation organizing requirements minute taking and ensuring follow up actions are completed.

• Conducts research as required into issues on behalf of the Office and prepares reports for the information of the Provost and Vice-President and other senior staff.

• Provides leadership and management of the onboarding of strategic hires working in collaboration with Housing and Relocation Services and the Office of the VP Research and Innovation to determine needs and identify high-level work plans that navigate UBC systems policies and guidelines.

• Manages the annual refresh of membership for the Presidents Senior Appointments Committee and the Librarians Appointments Committee. Provides guidance and recommendations to the Provost and the Deans; coordinates as required with Faculty Relations.

• Manages and provides oversight to decanal searches and reappointments. Oversees the review process of Faculties and Colleges and units that report to the Provost.

• Manages and completes special projects as appropriate.

• Performs other related duties as required.
  

Consequence of Error/Judgement

This position requires judgment tact discretion and initiative. The position exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes where deemed appropriate.

Supervision Received

This position works independently under the direction of the Director Human Resources and Executive Administration and the Provost and Vice-President Academic UBC Vancouver.

Supervision Given

Manages the administrative support team in the Provost Office. This includes Executive Assistants Administration Manager and temporary staff.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of five 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

• Administrative and management experience working at a senior executive level is preferred.

• Proven administrative experience in a large and complex organization.

• Knowledge of University policies procedures governance and administrative systems preferred.

• Proactive and cognizant of conflicting priorities with the ability to advise and direct resolutions.

• Effective organizational problem-solving planning and analytical skills.

• Excellent command of the English language. Proficient in the use of English grammar spelling and punctuation and professional terminology.

• Ability to effectively facilitate groups to achieve appropriate outcome.

• Proven ability to communicate professionally and tactfully both orally and in writing.

• Ability to compose correspondence and other written materials using clear and concise business English.

• Ability to work independently and cooperatively both within the UBC community and with external stakeholders.

• Ability to effectively manage multiple tasks and priorities.

• Demonstrated ability and experience to work effectively with representatives from both the public and private sectors.

• Experience in managing projects that involve a variety of stakeholders.

• Ability to maintain accuracy and attention to detail. Ability to exercise judgment tact discretion and diplomacy.