Administrative Assistant to the Department Head
The University of British Columbia
Vancouver, Canada
5d ago

This position provides confidential and complex administrative and secretarial support to the Department Head in a fast-

paced, high volume environment. This position schedules meetings, appointments, and teleconferences, organizes and maintains paper and electronic files, manages and disseminates information, drafts correspondence, takes minutes, and makes travel arrangements for the Department Head.

The incumbent will provide a high level of understanding and initiative in all administrative areas. Organizational Status

This position reports to the Head's Administrative Coordinator and receives daily work direction from the Department Head. Work Performed

  • Acts as personal and confidential administrative assistant to the Department Head and resolves complex issues. Screens all incoming materials;
  • referring matters for reply or additional information and prioritizing for the attention of the Head.

  • Provides administrative support and oversight for the main Department Administrative office.
  • Maintains the Head's complex appointment calendar and e-mail to maximize efficient and effective use of the Head's time.
  • Responds to oral and written requests; screens requests and inquiries, and determines priorities.

  • Communicates internally with members of the administration office, faculty members, students and staff in the Department.
  • Drafts and edits reports / compiles statistical data for the Department.

  • Liaises with Hospital Directors, Health Authority representatives, Division Heads, Chairs and academic representatives, other departments and hospital administration as appropriate.
  • 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.

  • Drafts and transcribes correspondence, reports, etc. for and on behalf of the Department Head. Takes minutes and prepares meeting agendas for the monthly early morning Executive Committee Meeting which the Department Head chairs and maintains meeting files.
  • Plans and co-ordinates special events (such as the department's annual festive celebration event and divisional reviews) meetings, retreats, strategic planning meetings, and workshops for the Head.
  • Assists the Head's Administrative Coordinator with special projects and events. Arranges meetings including room bookings, making complex travel arrangements including booking flights and hotels, and catering.

    Arranges national and international conference calls.

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

  • Coordinates and maintains bring-forward materials from a variety of sources for Head's meetings. Preparing agendas; taking, transcribing and distributing minutes of department meetings and ensuring decisions and recommendations are accurately recorded;
  • preparing and maintaining CVs and annual summary of activities. Maintains the shared file folders for Department members to access appropriate minutes, committee documents, policies and guidelines.

  • Manages the Department Head's travel expenses, including submitting reimbursement claims.
  • Arranges and oversees planning for annual Research Day, ensuring students submit abstracts, writing and printing event programs, liaising with hosting facilities, obtaining and providing numbers for catering, acting as greeter and providing "concierge" services at the event, supervising voting for presenter awards, sending solicitations and thank you letters to donors, providing and supervising AV equipment, post-event clean up.
  • Prepares congratulatory letters / emails to faculty members regarding receiving awards, merit, grants, etc.
  • Handles incoming couriers and mail.
  • Performs other related tasks. Supervision Received
  • Works independently under administrative direction. Refers problems, especially if recurring or ongoing, to the Administrative Coordinator for direction.

    May recommend solutions and implement upon approval. Supervision Given

    None Consequence of Error / Judgement

    Work performed is done independently. The position requires a high level of confidentiality. The Department Head relies on the accurate and timely scheduling of meetings, appointments, and travel arrangements.

    If correspondence, reports, and etc. are not prepared accurately and in a timely manner then deadlines are missed. Qualifications

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

    Microsoft Office experience required (Word, Excel, Outlook, and Powerpoint required). Effective oral and written communication, interpersonal and organizational skills required.

    Ability to type 60 w.p.m. and to operate all office equipment. Ability to use word processing, database and electronic mail applications at an intermediate level.

    Ability to exercise tact and discretion when handling sensitive and / or confidential matters. Ability required to take and transcribe minutes.

    Ability to compose correspondence and prepare reports in clear concise business english. Ability to prioritize work and to meet deadlines.

    Ability to maintain accuracy and attention to detail. Ability to accurately maintain appointment calendars, and schedule appropriate appointments.

    Ability to prepare and adjust schedules to accommodate all requirements. Ability to deal with people in a calm and courteous manner.

    Ability to work both independently and within a team environment.

    Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.

    We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and / or status as a First Nation, Metis, Inuit, or Indigenous person.

    All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

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