Executive Assistant

Job title: Executive Assistant

Job description: Staff – Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried – Administrative Support 5 (Gr8)

Job Title Executive Assistant

Department Student Health and Wellbeing | VP Students

Compensation Range $4,601.00 – $4,953.00 CAD Monthly

Posting End Date February 14, 2024

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
The Executive Assistant provides executive level support for the AVP, Student Health and Wellbeing. As the primary contact for Student Health & Wellbeing, this position liaises with the University community, and with various levels in external agencies on behalf of Student Health & Wellbeing, and fosters effective working relationships with the diverse reporting units within the portfolio of Student Health & Wellbeing. The support to the AVP consists primarily of managing calendar, travel arrangements, human resources activities, initiating purchases and expense reimbursements, and scheduling significant activities including and associated resources such as internal and external workshops and presentations and recruitment processes.

Organizational Status
Reports directly to the AVP, Student Health & Wellbeing. Liaises with Directors in Student Health & Wellbeing, Associate Vice-President’s (AVP) offices, including the Provost and Vice-President Academic (Provost), and the Office of the Deputy Vice-Chancellor and Principal (DVC), and also the Administrative Assistants of the Directors within the Finance and Operations Portfolio, as well as UBCO and UBCV departments and faculties, external agencies, and others as required.

Work Performed

Scheduling/Time Management/Travel

• Strategic management of the time and commitments of the AVP, Student Health & Wellbeing; assesses requests for meetings to ensure they meet the AVP, Student Health & Wellbeing goals and objectives; exercises judgment as to the best use of their time.
• Daily management of meeting calendars for the AVP Student Health & Wellbeing, including logistics and coordination of a complex matrix of demands including meetings, retreats, regular staff meetings, external meetings (local and out of province), and all Portfolio meetings.

Materials Management

• Develops, plans and/or coordinates a variety of materials related to specific finance and operations projects and to overall portfolio initiatives, including materials for the integration of Student Health & Wellbeing, partnerships with internal and external portfolios, and annual budgets.
• Researches and consolidates background material for preparation of reports, summaries and correspondence.
• Oversees materials for annual reporting and evaluation processes including the Student Strategic Plan, Indigenous Strategic Plan, the Inclusion Action Plan and for the various standards including the British Columbia Cultural Safety and Humility Standard and the CMHA mental health tracker, and develops a “bring forward” list to the AVP Student Health and Wellbeing

Office Administration

• Responsible for the day-to-day Administration of the AVP, Student Health & Wellbeing’s Office. Ensures mail, phone calls, appointments and materials are appropriately and expeditiously handled; handles or routes requests appropriately. Responsible for effectively communicating with all Student Health and Wellbeing units; follows up on requests and takes appropriate action as required.
• Evaluates the urgency and priority of items and requests as they come to the AVO, Student Health & Wellbeing, handling them as appropriate; ensures that all requests are resolved or routed appropriately and expeditiously.
• Acts as the primary contact person for Student Health & Wellbeing for information and inquiries. This requires a detailed understanding of the structure of the portfolio and the functioning, nature and scope of the units within the portfolio.
• Liaises with other Directors within Student Health and Wellbeing, AVPs, the Administrative Assistants of the Directors within the Finance and Operations Portfolio, Directors and Managers within the Finance and Vice President Students Office, as well as university departments and faculties, external agencies, and others as required for the planning of ongoing meetings and functions. Also reviews and ensures appropriate reports and documents are accurately and appropriately completed for the various meetings.
• Reviews all correspondence; responds and follows up on the AVP, Student Health & Wellbeing behalf as appropriate.
• Oversees safety related programs, issues and concerns for the Department inclusive of emergency preparedness measures and updating of safety inventory; and oversees annual office cleanups, moves, repairs, renovations, and office furnishings.
• Coordinates the processing, purchase requisitions and payments for Student Health & Wellbeing, ensuring adherence to the annual budget, and reporting variances, if any, and potential budgetary impact.

Communications

• Supports internal and external communications and strategies around how to communicate information most effectively to the internal and external communities.
• Drafts correspondence, both external and internal letters, memos and emails for the AVP, Student Health & Wellbeing.
• Maintains the AVP Student Health and Wellbeing using WordPress, and regularly updates the content, including the organizational chart. Also maintains the portfolio’s Twitter account.
• Initiates development of effective interdepartmental communication activities and coordinating their implementation.

Human Resources

• Oversees hiring processes and logistics from beginning to end for all administrative and direct reports to the AVP Student Health & Wellbeing, including interview scheduling, communicating directly with potential candidates, and onboarding for key and senior positions within the group.
• Handles confidential staff records, including salary, performance evaluation, absence tracking, coordinates vacation scheduling and monitors attendance data for the AVP, Student Health & Wellbeing.
• Provides leadership to other administrative support within the portfolio by mentoring junior staff and proactively connecting with administrative support within Student Health & Wellbeing to ensure consistent and professional service is provided to the Student Health & Wellbeing leadership team. Participates as part of the administrative staff hiring committee where required.

Other

• Special projects/tasks such as organizing conferences and events, both external and internal
• Handles highly confidential and sensitive assignments and information independently requiring knowledge and application of the portfolio’s policies and Student Health & Wellbeing’s goals and objectives.
• Provides coverage for unfilled vacancies within the portfolio and assists Directors where needed.
• Seeks opportunities and leads development of social activities within the Portfolio such as the annual picnic, annual retreats, and seasonal celebrations.
• Performs other related duties as required.

Consequence of Error/Judgement
The position is responsible for the AVP Student Health and Wellbeing’s financial and administrative activities. The consequence of a wrong decision, poor judgment or advice, lack of action, or inadequate management or communication could result in significant reputational damage and loss of credibility to Student Health and the University. Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise independent judgment and flexibility. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with government, high profile members and senior administration of the university community. The incumbent exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies.

Supervision Received
The incumbent must be highly self-directed, taking initiative, working independently under the general direction of the AVP, Student Health and Wellbeing. Duties are independently performed with work subject to periodic review and consultation by the AVP Student Health & Wellbeing to ensure that the work performed meets established objectives.

Supervision Given
This position may oversee the work of temporary or student staff.

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 Qualifications

– Proven administrative experience in a large and complex organization, with a minimum of three years of experience in senior administrative offices.

-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.

– Ability to maintain accuracy and attention to detail.

– Ability to exercise judgment, tact, discretion and diplomacy and understanding of internal and external politics.

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

– Highly proficient in word processing, spreadsheet, presentation, project planning and scheduling applications.

– Strong business and financial acumen.

– Ability to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner.

– 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.

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