Executive Assistant to the Dean

University of British Columbia · Vancouver · CA$5,027–CA$5,413/month (stated in the posting)

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Note: Applications will be accepted until 11:59 PM on the Posting End Date.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Please note that this is primarily an on-campus position, with the possibility of remote work for one day per week on a set schedule, and in alignment with the Faculty of Education’s Hybrid Work Guidelines.

Interested individuals are asked to submit a cover letter and resumé as their application materials.

JOB SUMMARY

The Executive Assistant to the Dean provides executive-level confidential and complex administrative support to the Dean of Education and to the Dean’s Office leadership team as needed. As a member of the administrative team in the Faculty of Education Dean’s Office, this position is responsible for effectively coordinating an intensive and demanding Dean’s calendar through triaging various methods of communication, monitoring progress toward completion of projects and tasks, researching necessary information in order to assist the Dean and the Dean’s Office leadership team, and drafting various types of documents. The incumbent is expected to accommodate requests to meet with the Dean, identify urgent matters of high importance and re-direct and/or resolve inquiries and issues, as appropriate. Based on the understanding of the Dean’s portfolio and priorities, this position will decide which enquiries, requests and issues to address independently or in consultation with the Manager, Strategic Initiatives & Administration. In addition, this position shares the front desk responsibilities and other general administrative office support duties in the Dean’s Office with the other Executive Assistant.

The incumbent must exercise diplomacy, tact, discretion, good judgment, initiative, and be able to work independently and collaboratively. The position requires the individual to be creative, adaptable, and demonstrate a high level of attention to detail.

This position is expected to work in a collaborative manner to promote the Faculty’s strategic commitments to inclusive excellence through fostering values of respect, reciprocity, opportunity, equity, diversity, inclusion, indigenization and decolonization.

ORGANIZATIONAL STATUS

The position works on a daily basis with the Dean and the Manager, Strategic Initiatives & Administration. Overall objectives and task prioritization are provided by the Dean, in consultation with the Manager, Strategic Initiatives & Administration, as required. This position also collaborates with the other Executive Assistant in the Dean’s Office (who supports two Associate Deans) to provide general administrative service in the Dean’s Office. The incumbent is required to use the utmost tact, discretion, and diplomacy in liaising with faculty and staff from the Faculty of Education, other UBC Faculties and leadership offices, a wide range of officials and donors in the private and public sectors, administrators and faculty at other universities, and committees upon which the Dean serves.

WORK PERFORMED

• Provides the executive-level confidential administrative support to the Dean of Education by coordinating scheduling, workflows, document archives, and timelines; provides support to Dean’s Office senior staff members, as needed.
• Coordinates the complexities of the Dean’s calendar. Prioritizes and schedules appointments and coordinates aspects of meetings while keeping the Dean informed. With a thorough understanding of the Dean’s portfolio and priorities, exercises tact and discretion in prioritizing, re-directing, or declining requests for meetings diplomatically and respectfully. Consults with the Manager, Strategic Initiatives & Administration to achieve resolution on difficult matters.
• Coordinates travel arrangements for the Dean with a high level of coordination, including transportation, accommodation, travel documents, and travel expenses for reimbursement. As required, coordinates travel arrangements for members of the Dean’s Office leadership team.
• Prepares and submits expense reports for reimbursement and credit card reconciliation on behalf of the Dean, in addition to other financial support tasks related to the Dean’s activities, meetings, and events.
• Responds to email, telephone, and in-person inquiries for the Dean from a wide variety of sources, either general or complex in nature. Triages, redirects, and tracks such inquiries and requests.
• Liaises with Associate and Assistant Deans, Heads/Directors, administrative staff, senior University officials, peer institutions, government officials, as well as prominent members of the external community, to collect and provide necessary information for the Dean.
• Coordinates general communications for the Dean’s Office, with the other Executive Assistant. Screens and prioritizes all incoming inquiries – email, telephone, and in-person from a wide variety of sources – and refers matters for reply or additional information to the attention of the Dean or other senior staff.
• Prepares and processes sensitive documents and information, such as correspondence, briefing notes, or PowerPoint presentations, for the Dean; researches background information, proofreads, and edits documents as required. 
  • Provides coordination and support for various committees and meetings that are chaired by the Dean. Duties for these committees/meetings may include: coordinating attendance, preparing and distributing agendas and meeting materials, taking and distributing meeting minutes in a timely manner, and arranging necessary bookings for venues, travel, catering, and AV requirements.
• Working with the Manager, Strategic Initiatives & Administration, with guidance from the Dean, provides general administrative support (such as scheduling, venue booking, catering orders, communications, and document preparation) for the Dean, including external reviews, Dean’s Awards for Staff Excellence, convocation logistics, and requests from UBC leadership offices.
  • Working with other administrative team members, coordinates the Faculty Meetings (four times per year), including preparing the agenda, distributing documents and notifications, arranging room booking and AV, ordering catering, tracking attendance, and related tasks.
  • Working as a member of the administrative support team in the Dean’s Office, assists with planning and organizing a variety of ongoing, annual, and/or one-time academic and non-academic projects and activities hosted by the Dean or the Dean’s Office. Tasks include, but are not limited to: preparing communications, providing research support, handling data and materials, booking venues, creating and distributing invitations, coordinating attendance, catering and AV arrangements, and venue set-up and take-down.
• Shares the routine front desk responsibilities and general administrative support duties with the other Executive Assistant to ensure the efficiency of the Dean’s Office operations.  General administrative support duties include, but are not limited to: greeting guests and visitors, assisting with boardroom set-up, ordering office/kitchen supplies, submitting service orders, and covering leaves and absences at the reception desk. 
• Acts as vacation backup for the other Executive Assistant to support the Associate Deans as required.
• Performs other administrative duties related to the qualifications and requirements of this job level, as needed.

SUPERVISION RECEIVED

The position reports to the Manager, Strategic Initiatives & Administration, and works closely with the Dean and the Dean’s Office leadership team on a daily basis, performing duties independently and in accordance with established procedures. The incumbent is expected to be able to take initiative, problem-solve, determine course of action, and then follow through independently, consulting the Dean or the Manager, Strategic Initiatives & Administration on new or complex problems.

SUPERVISION GIVEN

May oversee work of students and/or temporary staff, and may explain work procedures to new or inexperienced staff.

CONSEQUENCE OF ERROR

This position handles highly sensitive and confidential matters involving complaints, appeals, conflict of interest, personnel issues, and disciplinary actions. As such, the incumbent must have strong abilities to exercise judgement, tact, discretion, and initiative. Poor judgement or errors could have a negative impact on the Dean’s Office, the Faculty, and the University, resulting in legal action, negative public relations, financial costs, and loss of credibility. 

QUALIFICATIONS

EXPERIENCE

• High school graduation and a (minimum) two-year post-secondary diploma.
• Minimum two years of related experience, or the equivalent combination of education and experience.

• Experience with executive-level support to senior executives in a university setting is a strong asset.
• Experience with and knowledge of University policies and procedures is an asset.

SKILLS

• Strong skills in interpersonal and written communication.
• Strong organizational skills for organizing multiple tasks and priorities in order to meet deadlines in a fast-paced environment.

• Strong skills in Microsoft Office programs, including Word, Excel, PowerPoint and Outlook (calendar and email).
• An aptitude for learning new software applications.
• Experience in content management on WordPress web platforms is an asset.

ABILITIES

• Ability to plan, schedule and organize a variety of meetings and/or events, often concurrently. 
• Ability to prioritize, multi-task, and meet deadlines in a fast-paced environment.
• Ability to analyze and effectively resolve problems through identifying key information and issues.
• Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
• Ability to obtain, disseminate, record and organize information effectively and tactfully with individuals from all levels of the University and the external community.
• Ability to take and transcribe accurate meeting minutes with a short turnaround time. 
• Ability to compose reports, presentations, draft correspondence, and other written materials using clear, concise business English.
• Ability to exercise tact and discretion with sensitive and confidential matters.
• Ability to be thorough and maintain accuracy with a high level of attention to detail.
• Ability to deal with a diverse group of people in a calm, courteous, and effective manner, including developing and maintaining productive working relationships.
• Ability to work both independently and participate as an effective member in a team environment.

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