Job Posting Job ID : 35931 (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 : Administrative Support 4 (Gr7) VP / Faculty : Faculty of Arts Department : Arts, Dean's Office Salary : $45,324.
00 (Annual) Full / Part Time : Full-Time Ongoing : Yes Desired Start Date : 2020 / 01 / 02 Funding Type : Budget Funded Closing Date : 2020 / 01 / 27 Available Openings : 1 Return to Previous Page Job Summary This position provides wide-ranging confidential and administrative support for the Assistant Dean, Faculty Operations and the Associate Dean, Student Success.
The incumbent will also provide administrative support to the Senior Human Resources Manager and Senior Planner, Facilities Planning as needed.
The Administrative Assistant is expected to organize administrative systems and complete tasks and special projects that support the work of the Assistant Dean, Faculty Operations and the Associate Dean, Student Success.
The incumbent requires a thorough knowledge of University policy and procedures, HR policy, office routines as well as data collection, analysis and presentation.
The Administrative Assistant interacts frequently with faculty members across the Faculty of Arts, senior University personnel, UBC Council, undergraduate students and their parents.
The incumbent must show a high degree of tact and discretion. Organizational Status The position interacts regularly with Associate and Assistant Deans, Dean's Office staff, Faculty Service Units (Arts ISIT, Arts Academic Advising, Arts Co-op, Arts Development, Arts Communications), Heads, Directors, and Chairs of Departments, School, Institutes, and Programs in the Faculty, as well as faculty, staff, and students from all areas and levels of the University.
This position also liaises with other Deans' offices, the President's office, the Equity office, advisory board members, and offices external to the University.
Work Performed Administrative Support :
distributes minutes; follows up on actions required in a timely and efficient manner.
Verifies information for accuracy and follows up on any discrepancies.
Associate Dean, Student Success Portfolio :
Assistant Dean, Faculty Operations Portfolio :
Books meetings, manages the calendars, and performs other administrative tasks as required.
Tasking and direction will also come from the Assistant Dean, Faculty Operations and the Associate Dean, Student Success.
Supervision Given This position may supervise work-study students on specific projects initiated by either the Assistant Dean, Faculty Operations or the Associate Dean, Student Success.
Consequence of Error / Judgement This position is a key channel of communication between the Assistant Dean, Faculty Operations, the Associate Dean, Student Success, and the wider Faculty of Arts.
There will be interactions with faculty, staff, students, parents and senior University leadership which will require a high degree of professionalism.
The incumbent will be privy to confidential matters within the Dean of Arts office and must exercise tact and sound judgment.
Errors related to the work in this position could adversely affect time sensitive workflows and have a negative impact on the reputation of the Faculty of Arts.
Qualifications High School graduation and two year post-secondary diploma. Training in secretarial practices and office procedures.
4 years related experience or the equivalent combination of education and experience. Excellent oral and written communication and organizational skills.
Ability to exercise excellent judgment and respect the confidential nature of the job with sensitivity, tact and discretion.
Ability to perform tasks with accuracy, thoroughness, and attention to detail. Excellent interpersonal and customer service skills.
Ability to prioritize work, multi-task and work under pressure to meet deadlines in a hectic environment. Ability to accommodate frequent changes in a busy environment and work efficiently.
Ability to compose complex correspondence and obtain and disseminate information effectively and appropriately. Ability to seek direction and ask about priorities when unsure.
Ability to exercise initiative, tact, discretion, and courtesy. Ability to work both independently and cooperatively within a team environment.
Working knowledge of minute-taking, and ability to type 60 wpm. Intermediate computer skills including Word, Excel, PowerPoint, and internet searching.
Familiarity with database programs, financial, and HR Information Systems considered an asset. .
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.