Executive Assistant to the Comptroller

Staff - Non Union

Job Category
M&P - Excluded M&P

Job Profile
XMP - Administration, Level A

Job Title
Executive Assistant to the Comptroller

Department
Executive Administration | VP Finance and Operations

Compensation Range
$5,622.33 - $8,081.00 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date
May 15, 2024

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

Job 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 administrative leadership and operational support to the Office of the Comptroller and the Treasurer as needed. The role also supports the VP Finance and Operations (VPFO) as required as back up for the Executive Assistant to the VP Finance and Operations. As the primary contact for the Office of the Comptroller, who is dotted line to the VP Academic and Provost, this position liaises with the wider University community and fosters effective working relationships with financial officers across the University and Senior Executives. This position helps to collate financial information from all Faculties into the quarterly, annual and other reports for the University and to the Ministry.
Organizational Status
This position reports to the VPFO Executive Assistant to the VP, and as required is back up for the Executive Assistant to the VP Finance and Operations. The position liaises with the wider University community and fosters effective working relationships with financial officers across the University and Senior Executives.  

Work Performed
- Responsible for the overall management of the Office of the Comptroller
- Provides administrative leadership and guidance in support of the Comptroller, including strategically managing time and commitments.
- Strategically analyzes work processes and identifies areas for improvement in work flow and office efficiencies. Leads the transition of the department to a more sustainable and efficient records management system.

- Manages, plans and coordinates special and social events, meetings, training sessions, strategic planning meeting and workshops on behalf of the Comptroller, and supports events run by the VPFO units as required.

- Writes or initiates draft confidential communications on behalf of the Comptroller.

- Reviews, drafts and edits the Board of Governors and Executive Meetings materials provided by the Comptroller.  Contributes to agenda content, pre-meeting discussions, briefing papers, presentations as required and ensures deadlines are met.
- Develops, implements and maintains departmental policies and procedures for the Finance Leadership Office and participates in strategic planning.
- Manages special projects as required; participates in the conceptualization and implementation of projects, and establishment of project timelines, milestones and deliverables; ensures that timelines and targets are met.
- Collaborates in the coordination and conception of the yearly Budget documents presented to the Executives and the Board of Governors.
- Researches background material and analyzes and summarizes data for projects, reports, presentations and correspondence
- Writes or initiatives draft confidential communications on behalf of the Comptroller.
- Provides support to the Comptroller on human resource matters in accordance with UBC policies and procedures, including analyzing staffing data and onboarding new staff.

- Oversees office moves, repairs, renovations and office furnishings. Oversees office equipment, records management, security, building maintenance and service contracts. Researches, negotiates and finalizes agreements, leases or purchases (office equipment, furniture etc.). Identifies and recommends more effective ways to utilize space.
- Coordinates items requiring approval and/or signature by the Comptroller. Ensures urgent matters are brought to the attention of the Comptroller as soon as possible.
- Provides administrative support to the team of the Comptroller.
- Builds relationships with other administrators and executive assistants in the University, and acts as a primary contact for members of the Comptroller’s Office.
- Administers fire and safety regulations, disaster plans, and health and safety regulations.
- Supports the VP Finance and Operations as required in the absence of the EA to the VPFO to ensure Board of Governor and other critical stakeholders, internal and external are effectively supported with administrative inquiries and reports.
- Provides coverage for the Executive Assistant to the VPFO, and acts as the Board of Governors coordinator for the VP FO as required.
- Performs other duties as required.
Consequence of Error/Judgement
The position requires judgment, tact, discretion and initiative to a high level. The incumbent in this role must exercise a high degree of maturity, autonomy, and independence, while working within broad guidelines. A very high standard of professional communication is required, as is the ability to maintain confidentiality. All work must be completed at a high level of accuracy. Errors in judgement with internal or external constituents could have a negative impact on the Office of the Comptroller, the VP Finance & Operations and the University resulting in legal suits, poor public relations, financial costs, and loss of credibility. Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure.
Supervision Received
The role reports to the Executive Assistant to the VPFO with input from the Comptroller, and the VPFO as required.
Supervision Given
No formal supervision given but may supervise temporary staff from time to time.
Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years’ experience or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Experience working with individuals at senior levels and external committees/ people as well as navigating in complex environments, or comparable University or corporate experience. Ability to maintain accuracy and attention to detail. Ability to accurately maintain appointment calendars, and schedule appropriate appointments. Ability to compose correspondence, reports,
presentations, and other written materials using clear concise business English. Ability to respond effectively to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to politely screen calls, including dealing with complex information, direct as appropriate, and take accurate messages. Ability to effectively use MS Office at an intermediate level. Ability to review, analyze, and synthesize complex information into summaries and reports. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate effectively verbally and in writing. Ability to listen actively and attentively, and obtain clarification as required. Ability to make decisions and recommendations involving highly complex issues. Ability to make thoughtful, informed, and thorough decisions. Ability to determine the nature and urgency of inquiries and issues, and triage appropriately. Ability to exercise sound judgment. Ability to deal with people in a courteous, calm manner. Ability to identify and respond to contentious or politically sensitive issues with discretion. Ability to exercise tact and discretion. Ability to work effectively independently and in a team environment. Ability to explain, assign, and monitor work of search consultants. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to locate required information using a variety of methods (e.g., online information sources, manuals, expert sources).