Assistant to Head

University of British Columbia

Staff – Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried – Administrative Support 4 (Gr7)

Job Title

Assistant to Head


Administration & Operations Department of Educational and Counselling and Psychology, and Special Education Faculty of Education

Compensation Range

$4,009.00 – $4,214.00 CAD Monthly

Posting End Date

February 1, 2023

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

The primary role of the Administrative Assistant to the Department Head is to provide senior-level confidential administrative and secretarial support to the Head of the Department of Educational and Counselling Psychology, and Special Education. The Administrative Assistant coordinates the administrative aspects of numerous complex faculty processes and is responsible for coordinating the flow of information and day-to-day activities, ensuring accurate and timely delivery of administrative services for the Head’s office, including appointments and meeting coordination; preparing and processing highly sensitive documents and confidential information; prioritizing all incoming materials and responding to complex and confidential correspondence; scheduling appointments and meetings; determining urgency and importance to achieve optimal utilization of the Head’s available time; preparing agendas; acting as a liaison to senior officials, professional organizations, other departments, prospective candidates, and government representatives to collect and provide authoritative information; preparing and maintaining documentation and files related to faculty members appointments, periodic reviews, promotion and tenure decisions, merit reviews, and study and other leaves. The Administrative Assistant is responsible for all faculty searches; maintains records of faculty workloads and summaries of activity; initiates and assists with the preparation of agenda for departmental meetings and committees; takes, transcribes and distributes minutes of department meetings and committees, ensures decisions and recommendations are accurately recorded, follows up on action items as required; compiles statistical data; liaises with Faculty Relations and Human Resources for information and clarification; responds to faculty members queries and directs them to relevant policies; assists with departmental events; provides back-up support to staff as needed.

Organizational Status

Reports to Administrative Manager but works directly with the Head on a daily basis. Interacts frequently with the Dean’s Office, other departments and various Faculties on campus and international organizations on behalf of the Head. Liaises with students, faculty members, staff, and international contacts on a regular basis.

Work Performed

1. Acts as personal and confidential administrative assistant to the Department Head, supporting the Head’s activities and creating an organized environment in which information on specific projects is accessible and up to date.

2. Maintains the Head’s complex appointment calendar to maximize efficient and effective use of the Head’s time. Responds to oral and written requests; screens incoming requests and inquiries; determines priorities. Schedules meetings and appointments; coordinating with other schedules, and identifying and communicating high priority requests.

3. Communicates internally with members of the ECPS leadership team, faculty members, instructors, lecturers, sessional instructors, students and staff in the Department (e.g., information regarding searches to Dean’s office, faculty, staff regarding updates, interviews, colloquia).

4. Utilizes a thorough knowledge of the Department, and strong communication and interpersonal skills to respond effectively, which requires judgment and initiative when responding to information requests. Uses tact and discretion when gathering/sharing confidential and/or sensitive information.

5. Advises the Head of impending work deadlines for internal commitments (e.g., summary of activities) and keeps the Head informed of a variety of upcoming events.

6. Maintains contact with the Head during absences (e.g., out of town).

7. Arranges for and notifies the Department and relevant parties when an Acting Head is required to review and sign documents during the Head’s absence.

8. Coordinates items requiring approval and/or signature by Head. Ensures urgent matters are brought to the attention of Head as soon as possible.

9. Plans and co-ordinates special events, meetings, retreats, strategic planning meetings, and workshops for the Head. Arranges meetings including room bookings and travel arrangements (e.g., booking flights and hotels, and catering).

10. Assists the Head and/or area coordinators with the administrative aspects of peer reviews of teaching for sessionals, instructors, lecturers and faculty for various purposes, advises on the established processes.

11. Coordinates Faculty Hiring process from start to finish: proof-reads recruitment advertisements, handles confidential and sensitive information from applicants and referees, sends acknowledgement of applications, interacts with prospective candidates in consultation with the search chair or the Head, compiles and organizes applicant dossiers, coordinates search committee meetings and orientations, posts dossiers and updates on Connect, initiates invitations, plans itineraries, coordinates applicant visits, schedules meetings with Dean’s office and others, plans and coordinates travel and accommodation, prepares documentation for ESDC approval of foreign appointees (as needed) and notifies unsuccessful applicants.

12. Coordinates and maintains bring-forward materials from a variety of sources for Head’s meetings. Initiates and assists with the preparation of agendas for Department and Council meetings; takes, transcribes and distributes minutes of department meetings and ensures that decisions and recommendations are accurately recorded; organizes and maintains annual faculty summary of activities and maintains the shared file folders for Department members to access appropriate minutes, committee documents, policies and guidelines.

13. Responsible for human resources process and administrative process of the Appointment, Reappointment, Promotion of tenure track and tenured faculty members. This includes processing all faculty appointments and their changes (including Lecturers, Honorary Faculty, Emeriti, Associate Members, visiting faculty, tenure-stream appointments, Post-Doctoral Fellows, Leave of Absences and reappointments, etc.) and resolves payroll and other faculty personnel issues.

14. Coordinates the faculty merit process by gathering confidential documents for the Head’s and the Committee’s review and liaising with the Dean’s Office for information and clarification. Maintains and oversees list of action items and assists Head in preparing feedback on merit outcomes.

15. Coordinates the complex appointment, reappointment, promotion and tenure (ARPT) review processes, including compiling dossiers for external reviewers, for the departmental standing personnel committee and for the faculty personnel committee; arranging meetings, communicating with external reviewers on behalf of the Head, and preparing other relevant documents as needed. Ensures compliance with the Faculty and University policies and procedures in all cases.

16. Maintains a schedule of faculty sabbaticals and leaves; processes study leave applications; solicits and files study leave reports upon each faculty member’s return.

17. Prepares Student Evaluation of Teaching Reports for the ARPT processes, the annual merit reviews and other review purposes, using Student Experience of Instruction (Blue). Compiles the Student Evaluation of Teaching data in a timely manner for the Head’s and/or area coordinators’ review.

18. Creates job postings via UBC s Content Management System (WordPress) that will be displayed on the ECPS website, and informs specific groups of potential candidates via UBC Mailing Lists of available opportunities.

19. Assists in the development and maintenance of materials for searches, summaries of activities, merit, etc., including assisting faculty members with access, editing and preparing Connect materials, updating links and uploading documents to the website.

20. Compiles statistical data for departmental review and conducts routine research as required, drafts/edits reports as needed for such things as faculty and student awards, research, recognition, department review, supervision loads, etc. as needed by Head or Administrative Manager.

21. Processes requests for BC Provincial Nominee Program, Income Replacement Plan, Labour Market Impact Assessment, disability and insurance forms for faculty and/or visiting scholars, as needed.

22. Maintains complex and confidential administrative, academic and personnel files, including a bring forward system for items needing follow-up action, promotion and tenure documentation, reviews, requests for information for promotion packages.

23. Compiles statistical data and reports on teaching evaluation reports, and keeps a records of faculty summaries of activities, departmental committee memberships, tenure and promotions logs. Creates and maintains department personnel databases.

24. Processes credit card payments and expenses and maintains an electronic filing system of receipts for faculty searches, visiting appointments and department events.

25. Provides administrative support and assists with special projects as required and directed by the Administrative Manager.

26 . Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and departmental guidelines, procedures and policies, and in planning the sequence of duties, the work methods to be employed, and the action to be taken.

Supervision Received

Works independently in accordance with established procedures. Reports to the Administrative Manager.

Supervision Given

Not applicable.

Preferred Qualifications

High School graduation and two year post-secondary diploma.Training in office procedures and practices. 4 years related experience or the equivalent combination of education and experience. Computer experience required (Word, Excel, Outlook, PowerPoint, Access). Experience with UBC systems (Workday, Blue, ISIS) preferred. Familiarity with and experience using the following content management systems preferred: WordPress, Connect (Blackboard), Canvas. Strong knowledge of University policies and procedures an asset.

  • Ability to effectively use word processing, spreadsheet, database, presentation and electronic scheduling applications at an intermediate level (e.g. Outlook, MS Word, MS Excel, Powerpoint, Connect and other databases).
  • Effective oral and written communication, interpersonal, and organizational skills.
  • Ability to prioritize and work effectively under pressure to meet deadlines.
  • Ability to anticipate problems and plan ahead.
  • Ability to exercise tact, discretion, judgement and diplomacy.
  • Ability to type 60 w.p.m. and to operate a normal range of office equipment.
  • Ability to take and transcribe minutes.
  • Ability to compose complex correspondence and reports.
  • Ability to maintain accuracy and attention to detail.
  • Ability to work both independently and within a team environment.
  • Ability to exercise tact and discretion.
  • Ability to identify and respond to contentious or politically sensitive issues with discretion.
  • Ability to take and transcribe accurate meeting minutes and to summarize discussions and action items.
  • Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.

Apply Now
To help us track our recruitment effort, please indicate in your cover//motivation letter where ( you saw this job posting.

Leave a Reply