Administrative Support 4
Ontario Physiotherapy Association
Vancouver, Canada
1d ago

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 :

  • Coordinates and oversees a wide range of confidential administrative support to the Assistant Dean, Faculty Operations and the Associate Dean, Student Success.
  • Schedules and maintains all aspects of the Assistant Dean and Associate Dean's Outlook calendars and appointments, including all briefing notes, documentation, agendas, and bookings.
  • Ensures the Assistant Dean and Associate Dean are on-schedule. Interrupts meetings and redirects as needed.
  • Reschedules meeting based on daily and shifting priorities. Prioritizes urgency and importance on all requests with respect to the Assistant Dean and Associate Dean's time and input.
  • Screens and prioritizes phone calls, emails and materials, determining best course of communication with respect to information provided.
  • Composes letters and memos in accordance with established procedure for the Assistant Dean and Associate Dean's signatures.
  • Keeps track of projects related to the Assistant Dean and Associate Dean's portfolios. This includes setting up tracking and filing systems, maintaining records, tracking expenditures, preparing journal vouchers, requisitions for payment, travel requisitions and cash receipts etc.
  • Organizes important reoccurring meetings as required by the Assistant Dean or Associate Dean.
  • Coordinates travel arrangements as required and maintains records of expenditures, ensuring that the Assistant Dean and Associate Dean are reimbursed for expenses in a timely fashion.
  • Responds to questions both verbally and in writing, and forwards calls / emails as appropriate.
  • Initiates and prepares agendas, attends and records minutes of department meetings, caucus meetings, and ad hoc meetings;
  • distributes minutes; follows up on actions required in a timely and efficient manner.

  • Makes room, equipment and catering bookings as needed. Manages the set-up and take down / clean-up of each event.
  • Conducts research on policies, academic units, and historical records in order to prepare the Assistant Dean and Associate Dean for various projects.
  • Provides assistance to the Interdisciplinary Program by scheduling courses and assisting Chairs with administrative tasks.
  • Responsible for photocopying, sorting and preparing incoming and outgoing mail, distributing materials, mailing, and maintaining record schedules including archiving and / or shredding.
  • Submits service request on behalf of the Dean's Office and various other units within the Faculty of Arts. Follows up on the status of requests, and ensures that requests are completed accurately and to satisfaction.
  • Coordinates the collection of hours for student workers and hourly-paid staff members via timesheets, and inputs information into HPay system.
  • Verifies information for accuracy and follows up on any discrepancies.

  • Coordinates key requests for Dean's Office staff and grants access to employees' key cards through ACMS system. Carefully reviews requests for appropriateness.
  • Provides reception cover for the Faculty of Arts Office as required.
  • Maintains up-to-date information on UBC and departmental policies and procedures.
  • Performs other related duties as required.
  • Associate Dean, Student Success Portfolio :

  • Coordinates paperwork and finances, and schedules meetings in regards to student recruitment initiatives, awards, advising, and programs for the Associate Dean, Student Success portfolio.
  • Oversees the Associate Dean's confidential workflows and prepares documents that pertain to investigations, student discipline, and other confidential matters as they arise.
  • Advises Associate Dean and Academic Student Manager on a variety of administrative details, and tracks linkages between portfolios.
  • Works closely with the Faculty of Arts' Academic Student Manager and supports with tasks such as awards, data entry, proofing entries, mail-outs, as needed.
  • Provides clerical support for student elections in the Faculty of Arts.
  • Assistant Dean, Faculty Operations Portfolio :

  • Provides administrative support to the Occupational Health and Safety Committee. This will include minute-taking, organizing training, updating manuals and databases, event-planning, Emergency Preparedness assignments.
  • Assists with confidential information gathering such as pulling reports, analyzing and sorting data for presentation, and providing other confidential information as required by the Faculty of Arts HR team.
  • Provides confidential administrative support for the Senior Human Resources Manager and Senior Planner, Facilities Planning as needed.
  • Books meetings, manages the calendars, and performs other administrative tasks as required.

  • Assists with ad-hoc projects as directed by the Assistant Dean. Supervision Received The position reports to the Senior Human Resources Coordinator.
  • 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.

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