Admin Assistant to the Dean

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Support 4 (Gr7)

Job Title
Admin Assistant to the Dean

Department
Executive Leadership Support jobsincanada.one Dean of Arts Office

Compensation Range
$4,460.00 – $4,686.00 CAD Monthly

Posting End Date
November 27, 2023

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

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

This position provides confidential administrative support to the Dean of Arts as well as the Arts, Dean’s Office Executive Coordinator. As a member of the administrative support team in the Faculty of Arts Dean’s Office, this position is responsible for collaborating with the Executive Coordinator to ensure the effective coordination and prioritization of an intensive and demanding Dean’s calendar. The incumbent is expected to work closely with the Executive Coordinator to communicate and liaise tactfully and effective with a wide range of department and external stakeholders, set priorities, coordinate and monitor progress towards completion of tasks and goals, and research necessary information. The incumbent coordinates the scheduling of large group and committee meetings, organizes catering, books travels, and supports events and projects hosted by the Dean’s Office.

ORGANIZATIONAL STATUS

The position interacts regularly with other Associate and Assistant Deans, Dean’s Office staff, Faculty Service Units (ArtsI SIT, Arts Academic Advising, Arts Co-op, Arts Development, Arts Communications); Heads, Directors, and Chairs of Departments, School, Institutes, and Programs in the Faculty, and faculty, staff, and students from all areas and levels of the University. This position also liaises with other Deans’ offices, the President’s office, the Equity office, advisory board members, and offices external to the University.

WORK PERFORMED

• Provides a wide range of confidential and complex administrative support to the Dean
• Schedules and maintains all aspects of the Dean’s Outlook calendars and appointments, including coordinating all briefing notes, documentation, agendas, and bookings
• Ensures the Dean is on-schedule. Interrupts meetings and redirects the Dean as-needed.
• Reschedules meetings based on daily and shifting priorities
• Responds to email, telephone and in-person inquiries from a wide variety of sources either a general or complex in nature and relating to the Dean’s schedule; escalates complex and sensitive situations to the Executive Coordinator
• Screens and prioritizes phone calls, e-mails, and materials; determines which matters to refer elsewhere and which can be responded to by the incumbent;
• Coordinates and provides follow up on correspondence,
• In consultation with Executive Coordinator, initiates and prepares agendas for meetings; attends as note-taker and records minutes, as needed; follows up on actions required in a timely and efficient manner.
• Collates information for multiple sources for the Executive Coordinator, liaising with Associate/Assistant Deans, Heads/Directors, senior administrative levels across UBC, peer institutions, corporate and government officials, as well as prominent members of the external community.
• Assists Executive Coordinator with researching, preparing, and processing highly sensitive information, forms, spreadsheets, announcements, letters, thank-you acknowledgements, memos, etc
• Provides communications, coordination, and research support for special projects led by the Executive Coordinator, Dean, and senior Dean’s Office staff. Handles data and information requests for specific projects, coordinates, and assembles project materials from a variety of sources.
• Coordinates the Dean’s travel arrangements as required and maintains records of expenditures, ensuring that the Dean is reimbursed for expenses in a timely fashion. Prepares Dean’s travel expenses reimbursement.
• Supports the Executive Coordinator with planning and coordination for a variety of ongoing, annual, and one-time academic and non-academic projects & activities for the Dean, and the Dean’s Office (Faculty of Arts, Heads and Directors, Dean’s Table, etc). Tasks include but are not limited to, booking venues, creating and distributing invitations, managing RSVPs, catering and AV arrangements and venue set-up and take-down
• In consultation with the Executive Coordinator, liaises with Arts DAE to secure the Dean’s presence at relevant donor and alumni events; supports Executive Coordinator in ensuring all communications and briefing notes are prepared on time
• Maintains up-to-date information on policies and procedures that may be relevant to the Dean.
• Responsible for coordinating departmental meetings with the Dean
• Under the guidance of the Executive Coordinator, organizes and is responsible for the Dean’s confidential files and correspondence. Maintains quick-finding filing systems for the Executive Coordinator and Dean..
• Acts as backup administrative support for Faculty of Arts, Associate/Assistant Dean’s
• Performs other administrative duties

CONSEQUENCE OF ERROR

The incumbent is expected to be thorough, tactful, helpful with faculty members and staff, and to exercise care, attention to detail, tact, discretion, and sound, excellent judgment in all aspects of the job. The incumbent deals with a large volume of highly confidential material and is privy to confidential conversations. Confidentiality must be maintained at all costs. Failure to meet these standards of performance, errors in judgment, or poor decision-making could lead to lost opportunities, delays for the Dean and others, embarrassment to the Dean and the Dean’s Office. Failure to act quickly, to be able to work closely and communicate with the Dean and Dean’s office staff can cause serious delays and damage to the Dean’s work and reputation.

SUPERVISION RECEIVED

The position reports to the Executive Coordinator, Art’s Dean’s Office. Tasking and direction will come from the Dean, and the Executive Coordinator.

SUPERVISION GIVEN

None

QUALIFICATIONS

High School graduation and two year post-secondary diploma. Training in secretarial practices and office procedures. 4years related experience or the equivalent combination of education and experience.

Minimum Qualifications
– 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 Qualifications

Must have advanced skills in Microsoft Office programs including, Word, Excel, PowerPoint and Outlook (calendar and email).  Must have an aptitude for learning new software applications.

Strong ability to accurately maintain electronic calendars (Outlook), reconcile scheduling conflicts, coordinate meetings and schedule the day’s activities appropriately.

Ability to plan, schedule, and organize a variety of meetings/events, often concurrently.

Ability to compose reports, presentation and other written materials using clear concise business English and to draft complex correspondence for signature.

Highly effective verbal and written communication skills.

Ability to analyze problems, identify key information and issues, and effectively resolve.

Ability to obtain, disseminate, record and organize information effectively and tactfully with individuals from all levels of the University and the external community.

Ability to politely screen calls and direct as appropriate, and to exercise tact and discretion with confidential matters.

Ability to exercise sound judgment and to determine the nature and urgency of inquiries and issues, and triage appropriately.

Ability to deal with a diverse group of people in a calm, courteous, and effective manner and with highly effective interpersonal and organizational skills. Excellent conflict resolution and interpersonal skills.

Ability to develop and maintain cooperative and productive working relationships.

Ability to prioritize work, multi-task, and work effectively under pressure and meet deadlines in an environment that is fast paced, with high volume and critical deadlines.

Ability to be thorough and maintain accuracy and high level of attention to detail.

Ability to work both independently and cooperatively within a team environment and to bring energy, motivation and enthusiasm to the job.

Ability to work in a quiet zone, in tight quarters with little privacy, maintaining ability to exercise tact, discretion, and sound judgment especially when handling sensitive material.

Ability to type 60 wpm and operate the normal range of automated office systems and equipment.

Ability to take and transcribe accurate meeting minutes with a short turn-around time.

Knowledge of UBC Policies and Procedures preferred.

Web editing experience an asset.