Administrative Assistant, Director's Office

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Posting End Date

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

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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

Provides a broad range of support to the Director of the School of Engineering and the Appointment, Reappointment, Promotion and Tenure process.

Organizational Status

The Faculty of Applied Science is one of the four larger Faculties at the University with Engineering Departments, another six Engineering Programs, the School of Engineering at UBC Okanagan as well as the School of Nursing, School of Architecture & Landscape Architecture, and the School of Community and Regional Planning.

The UBC Okanagan School of Engineering is one of the newest engineering schools in Canada providing undergraduate and graduate degrees in civil, electrical and mechanical engineering.

Work Performed

1. Manages Communications for the Director by:

Composes complex correspondence, recommendations and summaries based upon brief oral instructions or from draft notes.

Writes confidential correspondence from brief oral instructions or notes; initiating draft responses for the Director s approval.

Composes content and generates PowerPoint presentations for the Director from brief oral instructions or notes for use at industry, government, and University events.

Prioritizes the Director s incoming mail, phone calls, and general inquiries exercising judgment as to whether matters require urgent attention from the Director.

Prioritizes mail and phone calls that do not need a response from the Director, redirecting to the appropriate individual(s) for response (e.g. Manager of Administration, Associate Directors and Program Coordinators).

Contacts senior officials of the University to obtain and disclose information on sensitive or restricted matters.

Uses judgment, discretion and tact in responding to oral and written inquiries, based on extensive knowledge of the organization and operations of the University in general and the School of Engineering and Faculty of Applied Science in particular.

2. Supports Appointment, Reappointment, Promotion and Tenure (ARPT) process by:

Tracks and maintains the annual PTR calendar, is responsible for scheduling all meetings, and prepares related meeting materials i.e., Merit and PSA, Annual Meetings with Director (5.02).

Keeps abreast of all School of Engineering ARPT Standing Committee procedures, Faculty of Applied Science procedures, and Senior Appointments Committee s Guidelines.

Coordinates high level faculty appointment committee meetings by compiling related confidential materials.

Attends annual meetings with the Director and composes accurate meeting notes.

Prepares dossiers for the School ARPT Committee and Faculty of Applied Science Dean s Committee once cases have been recommended. Dossier preparation includes contacting and tracking correspondence with external referees.

Maintains related confidential faculty ARPT files.

Collects and maintains all confidential information and documents relating to faculty members.

Compiles Student Teaching Evaluation summaries.

Coordinates the Merit and PSA and Peer Teaching Evaluations processes for the Director.

3. Provides general administrative support by:

Works on special projects for the Director. Example: preparing a Policy & Procedure Manual for the School of Engineering by documenting all current processes, making suggestions for change, and drafting policy and procedures for approval by the Director and Administrator.

Maintains and updates confidential files and related indices and coordinates removal and/or disposal of files according to records retention schedule.

4. Performs other related duties as required.

Consequence of Error/Judgement

Poor judgment or errors in processing confidential materials and correspondence could have an adverse effect on the work of the Director. Works with conflicting demands and exercises judgment in establishing priorities and carrying work through to completion in a timely manner. Failure to act in a professional, tactful manner would have an adverse effect on the image of the Director, the School of Engineering, the Faculty of Applied Science, and the University. Must be able to exercise a great deal of judgment and initiative in dealing with administrative matters where there are no established policies procedures or guidelines.

Supervision Received

This position is given general direction by the Director and Manager of Administration, however, the incumbent is expected to be able to take initiative, problem-solve, determine course of action and then follow through independently with minimal supervision. This position reports to the Director and the Manager of Administration of the School of Engineering..

Supervision Given

No supervision required.

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

High School graduation plus graduation from a two year diploma program, training in administrative/secretarial practices. Minimum of 5 years of senior administrative experience in a university setting, or the equivalent combination of education and experience is required. Experience with providing administrative assistance to senior executives is preferred.- Computer experience required (Word, Excel, Access, PowerPoint and Outlook preferred).

Demonstrated ability to take initiative, exercise good judgment and resolve problems.

Ability to compose complex correspondence and prepare reports in clear concise business language, and to draft complex correspondence for signature.

Excellent oral and written communication, interpersonal and organizational skills.

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

Ability to plan, schedule and organize a variety of complex events such as conferences, receptions, and off-site executive-level meetings.

Ability to ensure efficient records management procedures and practices are followed.

Ability to comprehend and interpret University policies and procedures required.

Ability to use Microsoft Office Suite (word processing, spreadsheet, scheduling, email and presentation) applications at an advanced level.

Ability to maintain accuracy and attention to detail.

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

Demonstrated ability to prioritize work, multi-task and work under pressure to meet deadlines in a hectic environment, exercising confidentiality, sensitivity, tact and discretion.

Flexible approach to work; willingness to work irregular hours as and when necessary.