Executive Assistant

University of British Columbia · Kelowna · CA$4,756–CA$5,803/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.

Job Description Summary

This position provides confidential administrative support to Managing Director Human Resources and administrative support to the department of Human Resources (HR) at the UBC Okanagan campus. In addition, this position provides general administrative support to Advisory Services, Compensation and Workplace Learning & Engagement (WLE) within the department of Human Resources (HR) at the UBC Okanagan campus.

This position schedules meetings, appointments, manages and disseminates information, coordinates, reviews and processes expenses, composes complex correspondence, supports learning events, takes confidential minutes, maintains document management systems and makes travel arrangements.

This position is expected to organize and complete administrative tasks that requires strict confidentiality and knowledge of department routines and the operation of the UBC Okanagan campus. This position will provide a high level of understanding and initiative in all administrative areas.

Organizational Status

This position reports to the HR Managing Director and/or designate and takes direction from other senior staff in the department.

Work Performed

Leadership Support

• Acts as confidential administrative assistant to the HR leadership team.
• Screens incoming materials (e-mail, phone calls, and posted mail), exercising judgement as to whether matters require urgent attention and prioritizing and referring matters for reply or additional information to the Managing Director.
• Composes complex correspondence containing authoritative information as required.
• Coordinates, assembles and maintains a "bring forward" system to follow up on commitments, correspondence, meetings and deadlines for the Managing Director and Director.
• Manages the Managing Director's calendar, and where appropriate, other team members’ calendars. Determines urgency and importance of requests for appointments, meetings and functions. Navigates changing priorities in scheduling and resolves scheduling conflicts, ensuring these are handled in a way that maintains positive working relationships. Exercises a high degree of autonomy, tact, diplomacy and discretion when scheduling and rescheduling meetings.
• Manages and maintains a case management system for the labour relations team. Ensures updated, accurate records that can be used for annual case statistics.
• Liaises with senior leaders, both inside and outside of Human Resources on a regular basis to obtain and share information required to prepare for meetings.
• Coordinates attendance and preparations for regular occurring meetings that are chaired by the Managing Director.  This includes liaising with attendees, arranging room bookings, organizing catering, preparing agendas, documents/reports and presentations, providing AV support, and taking notes.
• Coordinates all travel arrangements for the Managing Director and the HR team.
• Processing travel and expense reimbursements and credit card business expense reconciliations.
• Provides administrative and coordination support for the BCGEU Joint Union Management Committee (JUMC) and the Joint Job Evaluation Committee (JJEC), including scheduling meetings, preparing and distributing meeting materials, tracking and maintaining records of activities and decisions, filing relevant documentation, and communicating meeting outcomes and follow up items to appropriate stakeholders.
• May take minutes at confidential meetings (including labour relations) as required.
• Provides special project administrative support as required.

Unit Administration

• Maintains and updates HR Website and social media sites.
• Coordinates recruiting, onboarding and off boarding activities on behalf of the Managing Director, including scheduling interviews and onboarding of new employees to the team.
• Coordinates team meetings and events.
• Files and maintains the department’s confidential records ensuring a robust file management system is in place.
• Coordinates purchase orders, invoice payments, travel and expense reimbursements and credit card reconciliations.
• Maintains office equipment, supplies and inventory for the HR department.
• Provides vacation coverage for other members of the administrative team.
• Files and maintains the department’s confidential records including compensation and classification records.

Workplace Learning & Engagement Support

• Provides administrative support for WLE hosted events, workshops and consulting sessions.  Coordinates room bookings, catering, tracking registrants and attendees, prepares resource materials. Provides online and on-site event setup and logistics support
• Curates on demand and blended learning that aligns with learning outcomes and offerings
• Provides program administration and support to a variety of programs and events such as:
  • Recognition activities
  • Staff Awards of Excellence
  • Length of Service Awards
  • Orientation & Onboarding
  • Leadership Programs
• Liaises with vendors/suppliers on and off campus to negotiate prices; such as print materials, catering, etc.
• Performs other related duties as required.

Consequence of Error/Judgement

Errors in event coordination may have negative impact on the time of the HR staff and may result in damage to the image of the services in the university community. It may cause delays in re-integrating employees to the workplace as response to issues are very time sensitive, delay could result in prolonged injury or illness and affect the operations of the university. Errors in reporting could lead to inappropriate decision making at higher levels.

Supervision Received

Work is carried out under the direction of the Managing Director HR. Performs familiar duties independently and in accordance with established procedures. Is expected to carry out work assignments with confidentiality given overall outcome expectations and without the need for ongoing instruction and supervision.

Supervision Given

May provide training of replacement staff to cover vacation and sick leave periods.

Qualifications

• High school graduation and two years post-secondary education in office administration.
• Four (4) years related experience or the equivalent combination of education and experience.
• Experience providing executive level administrative assistance preferably in a post-secondary environment.
• Experience coordinating events and functions.
• Intermediate to advanced computer experience is required, with knowledge of website content management programs, excel, and word preferred.
• Flexibility and adaptability to changing department and campus needs.
• Ability to perform word processing at 60 words per minute.
• Ability to exercise a high level of tact and discretion.
• Ability to maintain confidentiality for all HR business.
• Demonstrated written and oral communication skills.
• Ability to compose correspondence and prepare reports in clear concise business language and to draft more complex correspondence for signature.
• Proficiency with professional terminology, technical or scientific vocabulary as required for the job.
• Ability to deal with circumstances and information that may be difficult or emotionally charged.
• Demonstrated organizational skills with ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to maintain accuracy and attention to detail.
• Ability to work both independently and as a committed team player.
• Ability to multi-task and to work effectively under pressure within deadlines and fluctuating levels of demand.

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