Administrative Assistant to Associate Dean, INED
University of British Columbia
Vancouver, BC
Job Posting

Job ID:
34587

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 Assistant to Associate Dean, INED

VP/Faculty:
Faculty of Education

Department:
Faculty of Education

Salary:
$45,324.00 (Annual)

Full/Part Time:
Full-Time

Ongoing:
Yes

Desired Start Date:
2019/08/01

Funding Type:
Budget Funded

Closing Date:
2019/07/27

Available Openings:
1

Job Summary
Under limited supervision, provides senior administrative and confidential administrative support to the
Associate Dean, Indigenous Education (INED). The Administrative Assistant is responsible for the day-to-day operations, coordination of the flow of information and the timely and accurate delivery of administrative services related to the Associate Dean's office. Responsibilities include effectively coordinating a demanding and complex appointment schedule, preparing the Associate Dean for meetings, appointments and travels, following-up on action items from meetings, setting priorities and all other tasks necessary to assist the Associate Dean in her day to day duties. Support will also be provided to the Manager, Indigenous Education on an as-needed basis.

Attention to detail is critical to the position. The Assistant is required to exercise tact, discretion, good judgment and initiative. The incumbent must be able to work both independently and collaboratively.
Organizational Status
Reports to the Associate Dean and Manager. Interacts frequently with the Dean's Office, faculty, students, Elders, departments within the Faculty and across the university, and on campus and external agencies including Aboriginal communities, Aboriginal organizations, government ministries, universities/colleges, professional educational associations, schools, and school board offices on behalf of the Associate Dean; interacts with others associated with the Indigenous Education Institute of Canada.
Work Performed

Administrative Support:
  • Acts as personal and confidential Administrative Assistant to the Associate Dean, INED. Screens all incoming materials: referring matters for reply or additional information and prioritizing for the attention of the Associate Dean.
  • Effectively coordinates the complex and variable schedule for multiple meetings on behalf of the Associate Dean and Manager. Prepares the Associate Dean for meetings, appointments and travels by providing necessary documents and briefing notes prior to the appointed time. Assists in agenda distribution, room booking, catering and video conferencing when necessary. Assists with Power Point presentations as needed.
  • Provides general administrative support to the Manager as required.
  • Exercises tact and discretion in prioritizing high volume of requests for appointments and meetings.
  • Communicates on behalf of the Associate Dean by responding to emails, phone and in-person inquiries from a wide variety of sources. Composes, proofreads and edits documents as required. Exercises discretion when dealing with documents of confidential and sensitive nature.
  • Takes and transcribes minutes at several high level confidential meetings on a regular basis for committees such as advisory groups, etc. which have multiple demands and deadlines during peak periods.
  • Coordinates all travel arrangements for the Associate Dean including airline tickets, hotels and visas.
  • Makes travel and accommodation arrangements for faculty and staff as needed.
Events:
  • Handles logistics for information sessions/workshops and meetings including catering services, room bookings and equipment rentals
  • Organizes under the limited direction of the Manager large faculty-wide events such as speaker series, book clubs, and symposia. Duties include allocating, directing and controlling the workflow of a small group of employees creating invitations, recording and organizing RSVPs, catering arrangements and preparation of handouts.
  • Coordinates on behalf of the Associate Dean and Manager and various selections committees the submissions of nominations for several yearly graduate and undergraduate student awards.
Finance:
  • Reviews and prepares financial documentation for entry into Financial Management Information System (FMIS) including cash receipts, journal vouchers, petty cash reconciliation, domestic and international travel claims, purchase requisitions and requisitions for payment. Ensures accuracy and timeliness of transaction entries into FMIS. Verifies account coding and signing authorities. Ensures appropriateness of expenditures and adherence to Faculty and University policies.
Human Resources:
  • Coordinates the advertising of posted positions online and in various newspapers as required.
  • Assists in the recruitment of professional positions when the Associate Dean or Manager is involved. Arranges interview schedules, provides necessary information to candidates, prepare letters of confirmation and new files. Maintains records and circulates copies of CVs to appropriate departments for hiring of adjunct professors.
  • Processes Sessional Appointments on the Integrated Sessional Instructor System and communicates with Faculty Relations on any unusual issues. Handles appointments for Teaching Assistants, Research Associates and Graduate Academic Assistants.
General:
  • Collects and collates data for various projects, lists, spreadsheets and statistics.
  • Composes complex correspondence in response to oral and written enquiries.
  • Contacts professional and government organizations and other departments to obtain and/or provide information.
  • Initiates, develops and maintains current and new data sorting systems and other administrative systems.
  • Performs other duties related to the qualifications and requirements of the job.
Supervision Received
Overall objectives, ongoing as well as specific assignments are received directly from the Associate Dean, Indigenous Education or Manager, Indigenous Education. Work is done under general supervision. Performs familiar duties independently and in accordance with established procedures.
Supervision Given
May oversee and direct work of students and/or temporary staff.
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 in planning the sequence of duties: the work methods to be employed and the action to be taken. New or unusual problems are referred to the Manager.
Qualifications
High School graduation and two year post-secondary diploma. Training in secretarial and office procedures and practices and basic accounting practices. 4 years related experience or the equivalent combination of education and experience. Must have advanced computer experience in MS Office Suite (Outlook, Word, Excel, Power Point and Access) and Adobe Acrobat. Experience in UBC programs such as SISC, ISIS, FMS and FSC preferred. Experience in Photoshop and WordPress would be an asset. Must have an aptitude for learning new software applications. - Ability to adapt and work effectively under pressure and meet deadlines in an environment that is fast paced with high volume and critical deadlines.
  • Effective oral and written communication, interpersonal, customer service and organization skills.
  • High proficiency in the use of English grammar, spelling and punctuation.
  • Ability to take and transcribe minutes in highly confidential, high profile meetings.
  • Ability to type 60 w.p.m. and to operate normal range of office equipment.
  • Ability to compose complex correspondence and reports.
  • Ability to use spreadsheet, database and scheduling applications at an advanced level.
  • Ability to work independently and as a member of a team.
  • Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
  • Possess great attention to detail and maintain accurate records.
  • Ability to plan, schedule and organize a variety of projects and/or events often concurrently
  • Ability to obtain, disseminate, record and organize information effectively tactfully with individuals from all levels of the University and the external community.
  • Ability to analyze problems, identify key information and issues and meet deadlines.
  • Knowledge of and experience in Aboriginal education preferred.
  • Knowledge of UBC policies and procedures an asset.
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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.