Executive Assistant

Job title:

Executive Assistant

Company

University of British Columbia

Job description

Staff – UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried – Administrative Support 4 (Gr8)Job Title Executive AssistantDepartment Administrative Support | Department of PsychologyCompensation Range $4,739.00 – $5,102.00 CAD MonthlyPosting End Date August 18, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateAt 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
Providing advanced senior level administrative assistance to the Head of the Psychology Department, the incumbent organizes and completes the administrative tasks of the department, requiring a thorough knowledge of office routines, department functions and UBC policies and procedures. Responsible for maintaining and updating department procedures and processes under the guidance of the Department Head and Director, Administration, this role alerts and advises the Department Head and Director, Administration on routine procedures and complex or unique situations or problems. The incumbent oversees all human resources processes for faculty members including reappointment, promotion and tenure, merit processes for tenure/tenure-track faculty members, and the recruitment or retirement of new faculty members, in addition to assisting the Director, Administration with staff appointments where appropriate. This role oversees communications and public activities for the department. The incumbent may also initiate or lead special projects on behalf of the Department Head or Director, Administration.Organizational Status
Reporting to the Director, Administration, the incumbent works closely with other staff as a member of the Psychology department administration team. Most tasks are undertaken independently, seeking guidance from the Department Head or Director, Administration with new or complex issues. The incumbent works with faculty, staff, students, and researchers and liaises with numerous University offices including the Dean of Arts Office, Faculty Relations, Human Resources, Arts Finance, Payroll, Arts IT, Arts Communications and UBC Communications and Marketing. This role is responsible for providing orientation and initial training to new faculty, staff and student employees on policies and procedures including safety and privacy matters.Work Performed– Provides day-to-day senior level administrative support to the Department Head which includes responding to complex inquiries and providing information of a complex nature on behalf of the Department Head; composes complex correspondence.– Coordinates and works with the Department Head and Director, Administration to develop administrative policies and procedures for the Department.– Maintains the Department Head’s schedule and ensures all materials are prepared in advance of meetings, maintaining bring forward items for the Head. Attends meetings and takes notes as appropriate.– Attends Department meetings, initiates calls for agenda items, gathers information, prepares agenda, takes minutes, and tracks follow-up items.– Drafts and edits reports, compiling data and conducting routine research on various topics for the Department Head. Coordinates the process for Department Review, collecting and assembling data, compiling reports, scheduling visits, arranging meetings as directed by the Department Head and Director, Administration.– Organizes Department special events, such as graduation receptions, academic launches, end-of-term celebrations, etc. as requested by the Department Head or Director, Administration and communicates event requirements to appropriate staff for implementation.– Coordinates all logistics for department colloquium: arranges visiting speakers’ travel and accommodations, publicizes events, and co-ordinates visit/events.– Oversees and coordinates all aspects of the faculty recruitment process (Tenure/tenure-track Professors, Sessionals, Instructors, Lecturers, Emeriti, Adjuncts, Postdocs, Visiting Professors, and Affiliates).– Provides support to newly hired faculty including the faculty relocation process, working with the faculty member, moving company, Relocations Services, and Payment & Procurement Services.– Oversees and processes all faculty appointments and retirements, determines appointment type, prepares and tracks offer letters and all other tasks associated with the appointment.– Coordinates faculty reappointment, promotion and tenure review processes and handles the submission of faculty annual reports, and merit and PSA procedures. Keep track of faculty leaves.– Oversees and updates orientation processes and material for new faculty and staff.– Provides advice and guidance to faculty members and resolves problems relating to Payroll, Human Resources, Faculty Relations, chairs of committees, candidates, department personnel, and the Dean’s Office.
– Compiles and tracks faculty award nominations and successful awards.– Coordinates the meetings of the Local Safety Team (LST), including staff and faculty from Psychology and other Faculty of Arts departments.– Coordinates health and safety education and training for department staff and faculty; oversees regular communication to staff, faculty, and building occupants on health and safety announcements, policies, and procedures.– Contributes relevant content to the department’s AIR (Arts Internal Resources) site and develops resources for faculty, staff, and students.– Handles communications for Department Head, including the department website homepage and faculty pages, and physical signage within department buildings.
– Oversees and manages public displays for the Psychology Department with guidance from the Director, Administration.– Retains Department VISA: makes travel and entertainment purchases on behalf of the department, seeks proper approvals, assigns expenses to correct worktags, provides monthly reports to the Director, Administration for review and approval.– Performs any other duties related to the requirements of position.Consequence of Error/Judgement
The nature of the work demands planning the sequence of duties, the work methods to be employed, and the action to be taken, often on unusual problems. The incumbent requires independent judgment, tact, discretion and initiative, based upon a thorough knowledge of procedures, guidelines and regulations. Errant decisions or communications could have a serious impact on operations and the reputation of the department and University.Supervision Received
This position works independently under the general direction of the Director, Administration. It is expected that the incumbent will work within broad objectives and exercise considerable initiative in carrying out the responsibilities of the position. The Department Head or Director, Administration may provide direction when assigning new duties, facing an unusual or unique situation, or establishing procedures that might be controversial or have wide-range effects.Supervision Given
The incumbent is responsible for supervising and participating in the evaluation of one or more Work Learn student and mentoring staff. The incumbent also orients new faculty, staff or student employees into departmental routines and 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 one’s own.
– Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.Preferred QualificationsThorough knowledge of UBC Human Resources and UBC BOG Policies and Procedures guidelines, and ability to navigate Canadian government websites re employment legislation. Proven ability to effectively navigate within UBC Enterprise Systems Workday as well as ISIS, SISC, FSC, CMS Wordpress, Canvas and MS Teams. Ability to accurately gather, organize, summarize, and interpret financial information. Knowledge of advanced functions in Microsoft Word Office, Outlook, Adobe. Superior oral and written communication, interpersonal and organizational skills. Ability to work independently with minimal supervision as well as in a team environment. Ability to deal with a diversity of people in a calm, courteous and effective manner while adhering to established requirements. Exceptional interpersonal skills; strong oral and written communication and organizational skills. Ability to exercise judgment, tact, discretion and diplomacy. Knowledge of UBC communication procedures, and strong commitment to keep up with best practices. Detail-oriented. Preference given to those with experience and ability to initiate and support safety, health and sustainability.

Expected salary

$4739 – 5102 per month

Location

Canada

Job date

Fri, 09 Aug 2024 02:28:48 GMT

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