Head's Assistant/HR Support
Ontario Physiotherapy Association
Vancouver, Canada
3d ago

Job Posting Job ID : 35499 (Repost) Location : Vancouver - Point Grey Campus Employment Group : CUPE 2950 (Cler / Secr / Library) Job Category : CUPE 2950 Administrative Suppt Classification Title : Administrative Support 4 (Gr7) Business Title : Head's Assistant / HR Support VP / Faculty : Faculty of Education Department : Language & Literacy Education Salary : $45,324.

00 (Annual) Full / Part Time : Full-Time Ongoing : Yes Desired Start Date : 2019 / 11 / 01 Funding Type : Budget Funded Closing Date : 2020 / 01 / 27 Available Openings : 1 Return to Previous Page Job Summary This position provides administrative support to the Department of Language and Literacy Education and the Department Head.

  • Main duties include : providing personal and confidential secretarial support to the Head; preparing reports and compiling statistical data of a complex nature;
  • overseeing complex HR processes, such as promotion, tenure review and faculty recruitment; supporting complex HR tasks; liaising with Faculty Relations, Human Resources, Financial Operations and other units for information and clarification.

    Job tasks are governed generally by broad instructions, objectives, and policies, usually involving frequently changing conditions and priorities.

    Organizational Status Report to the Administrative Manager. Interacts frequently with Faculty Relations, Human Resources, Education Dean's office, other Faculties on campus, international organizations on behalf of the Head and the public.

    Work Performed 1.Organizes the calendar for the Department Head; schedules meetings and appointments; coordinates with other schedules, and identifies and communicates high priority requests.

    Drafts highly-sensitive correspondence on behalf of the Department Head under tight timelines. Assists the Department Head with financial matters, such as claim submission, monitoring of budgets, and reconciliation.

    Responds to confidential telephone, email, and in-person inquiries on behalf of the Department Head and provides information of a complex nature to the Department Head and / or the Admin Manager, such as faculty salary and leave eligibility, for decision-making purposes.

    2.Supports the Department Head with the faculty HR matters, such as the annual promotion, tenure and reappointment (PTR) reviews, faculty searches and faculty hires, following the established protocols.

    This includes (but is not limited to) : organizing materials for PTR reviews (e.g. SEoT reports, letters of reference, etc.

  • scheduling DSPC meetings and communicating with the Dean's Office on the files as necessary; drafting recruitment advertisements for faculty positions, organizing application materials, corresponding with applicants on behalf of the search chair / the Department Head;
  • coordinating interview activities (including candidates' travels); supporting the search chair in reporting the search outcome to the Dean's Office;
  • processing HR paperwork for new hires; liaising with other support units to seek clarification; and on-boarding new faculty.

    3.Other faculty HR support for the Department, such as : the faculty merit processes, study leave applications, medical leaves, annual summary of activity reports and faculty retirements.

    4.Maintains faculty personnel files, including a bring-forward system for items needing follow-up actions, including promotion and tenure documentation, periodic reviews, requests for information for promotion packages, and others.

    5.Responsible for all aspects of the department's visiting scholars, including facilitating adjudication of applications, processing HR appointments, and providing on-going administrative support during their visits.

    6.Responsible for all aspects of the department's post-doctoral fellows, including facilitating adjudication of applications, processing HR appointments, financial support, and providing on-going administrative support during their appointments.

    7.Processes other employee appointment paperwork and performs other complex HR tasks under the direction of the Administrative Manager.

    8.Collects and compiles statistical data and reports on student enrolments, course offerings, teaching evaluation reports, faculty committee memberships, and tenure and promotion logs.

    Assesses information to determine what data and quality of data are required to make reliable decisions; makes recommendations to the Department Head and Administrative Manager based on information collected.

  • 9.Initiates and assists with the preparation of agenda and meeting materials for departmental meetings and departmental committees;
  • takes, transcribes and distributes minutes, following up on actions required.

    10.Coordinates departmental events.

    11.Assists the Administrative Manager with facilities and space-related day-to-day operations and special projects.

    12.Updates the department website as needed; ensuring web information is accurate and current.

    13.Performs ad hoc financial duties such as tracking project / event budgets as required and reporting to Administrative Manager on any irregularities, reconciling journal vouchers, and processing expenses, credit card payments, and travel requisitions.

    14.Assists with the copy preparation, budget creation, and submission of paperwork of research grants and proposals for faculty members.

    Follows up with various support units (internal and external) to seek clarification when required.

    15.Manages the Department's generic email accounts by responding to and / or re-directing the messages as needed; and composing correspondence of routine nature for broad distribution via the email accounts and mailing lists as required.

  • 16.Provides administrative support to the Chair of the Awards and Curriculum Committees, including : tracking department awards;
  • monitoring timelines for award recommendations; processing financial paperwork; scheduling meetings; gathering nominations;
  • coordinating the submission of course proposals to CCASA and following up with status of course proposal; other support as requested.

    17.Provides back up support for the other Admin Support 4 during peak periods and vacation.

    18.Performs other administrative duties related to the qualifications and requirements of this job level as needed. Supervision Received Reporting to the Administrative Manager and working independently under the direction of the Head and the Administrative Manager.

    Supervision Given N / A 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.

    Qualifications High School graduation and two year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience.

    Training in office procedures and practices. Intermediate to advanced knowledge of Word, Excel, Access and Outlook. Knowledge of FSC and SISC an asset.

    Knowledge of University policies and procedures an asset. -Ability to prioritize and work effectively under pressure to meet deadlines.

  • Effective oral and written communication, interpersonal, and organizational skills.
  • Ability to exercise tact, discretion, judgment and diplomacy.
  • Ability to take and transcribe accurate meeting minutes.
  • Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
  • Ability to maintain accuracy and attention to detail.
  • Ability to work effectively independently and in 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.

    Add to favourites
    Remove from favourites
    My Email
    By clicking on "Continue", I give neuvoo consent to process my data and to send me email alerts, as detailed in neuvoo's Privacy Policy . I may withdraw my consent or unsubscribe at any time.
    Application form