Executive Coordinator

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Administration, Level A

Job Title
Executive Coordinator

Department
Administrative Staff and Managers | Vancouver School of Economics

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
February 22, 2024

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

Job End Date

May 31, 2025

This position is for maternity leave replacement

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 Summary
The Executive Coordinator is responsible for the management and administration of the full annual cycle of the ongoing activities of the Director's Office and faculty affairs for the school: establishes, in consultation with the Director, Committee Chairs and Administrator, goals, division of responsibility, work processes, schedules and priorities for the Director's office. Responsibilities also include oversight of the human resource administration for all faculty members  (TT faculty, lecturers, sessional instructors, visitors and  postdocs. Conducts research and produces reports; advises and interprets faculty policy, procedure and precedent with regards to faculty affairs and ensures faculty and staff at the VSE are aware of any changes; assists in authoring highly confidential and sensitive documents; manages projects, events and processes; and oversees administrative support for the Director's Office. Maintains a high level of integrity and focus in managing confidential and sensitive information in a demanding environment. Management areas of responsibility include: Oversight of procedures and processes involved in faculty recruitment, faculty appointments, honoraria, leaves, retirements and resignations; teaching evaluation reports, including peer reviews; promotion, tenure and reappointment reviews; faculty awards; committee assignments; faculty events, internal website for faculty members, calendar, intranet and web updates; annual reports and Merit/PSA rankings. Responsible for the supervision of support staff in the Director's office including hiring, evaluation and discipline.
Organizational Status
Reports to the Director of the School regarding planning and prioritization of work, and to the School Administrator regarding work schedule and management of workload. Supervises one CUPE support staff and work-learn students, and trains other support and temporary staff. Collaborates with Administrator, Director and Committee Chairs in planning and setting goals
Work Performed

Manages and plans an annual cycle of activities, special projects, and ongoing day-to-day activities of the Director's Office, collaborating with the leadership team to plan and implement strategic goals and initiatives.

Provides advice and manages logistical support to the Director, Committee Chairs, faculty members, the School Administrator, staff and visitors: directing workflow; managing deadlines; providing research, authoritative information and advice; collaborating in the authoring of  highly confidential and sensitive documents; and supervising clerical staff who perform administrative tasks.

Provides advice on complex and problematic issues to the Director in completion of tasks and projects - advising and interpreting policies; collaborating in project planning; overseeing and providing timelines on progress towards goals; providing research and informed guidance to the  Director on initiatives and solutions; and drafting or co-authoring with the Director a variety of confidential documents and reports.

Collaborates with the Director in assigning faculty committee responsibilities; providing background and advice to ensure an equitable and effective allocation of duties to faculty and staff is determined.

Develops and implements procedures and processes that support the faculty and ensure staff are trained in these processes. Provides consultative support to Committees, including background and examples to new committee chairs. Reports to director on progress of committee activities in areas of responsibility - Recruiting, RPT, Awards, Peer Review

Plans and manages the VSE annual cycle of procedures and  processes for faculty recruiting, faculty appointment and reappointment, promotion and tenure, HR, and faculty evaluation: Ensures compliance with University, Faculty of Arts and VSE guidelines, policies and procedures, including collective agreements for faculty and sessional lecturers. Advises and interprets any changes to faculty and sessional policy and procedures with regards to their respective Collective Agreement and changes to UBC RPT policies. Provides supervision and advice to the HR Analyst managing BP processes in Workday.

Drafts rationales and justification letters for requests for faculty positions, and rationales for approvals of candidate visits and hires.

Manages the collection of Annual Reports and CVs for Merit/PSA review by support staff, provides advice and instruction to faculty members regarding the submission of career progress material. Updates instructions to the Executive Committee and produces teaching reports and rankings as well as guidance and instruction on interpretation.

Develops, drafts and manages external and internal communication from the Director's Office:
Collaborates with the UBC International Office, the President’s Office,  the UBC Media Relations and the VSE Communications officer in overseeing visits from external organizations and individuals, including potential donors and government officials; directs the VSE Communications Officer towards newsworthy events and announcements to be posted on VSE website.

Liaises and collaborates regularly with Faculty Relations, University Council, UBC HR, the Faculty of Arts Dean’s Office, the President’s and Provost’s Offices, Research Services and the VP Research Office, including the Awards Office.  Contacts and collaborates with senior units on behalf of the Director regarding divisive and sensitive situations.  Takes a high level of initiative in troubleshooting, researching  and finding creative solutions to complex and day-to-day problems.

Acts as the VSE contact with Immigration, Refugee and Citizenship Canada, managing the IRC Employer Portal for the VSE, and collaborates with the UBC Relocation and Immigration office in assisting with immigration status clearance and follow-up on behalf of faculty members.

Tracks and advises Faculty Awards Chairs on research award opportunities, procedures and deadlines; provides historical background and research  on relevant recipients and candidates for award nominations. Liaises with the appropriate Awards offices and granting agencies.
Manages orientations and onboarding for new faculty. Manages the human resource processes for faculty with the assistance of support staff (HR Analyst). Provides a variety of information and advice to faculty in terms of immigration , permanent residency, housing, (referring them as necessary to the  UBC Relocation and Immigration Office and/or Faculty Relations), grants, conditions of appointment and employment for Visiting Professors and Scholars, Research Associates, Post Doctoral Fellows, Adjunct Professors, etc.

Oversees the ARPT process, annual increases and stipends for faculty. Oversees the preparation and processing of confidential documents relating to faculty appointments, leaves, re-appointments etc. and maintains related records. Oversees the sessional lecturer appointments, including advising on contract entitlements to the Teaching Assignment Committee.

Manages a variety of complex requests for information; researching, performing analysis and providing recommendations in relation to managing the major processes above.

Manages faculty events, welcome receptions, retirement events, new faculty orientations and engaging additional staff as appropriate. Responsible for submitting event budgets, negotiating contracts and venues and coordinating events.

Manages teaching evaluation records: oversees the collection of data, analyzes and report trends, liaising with ISIT Evaluation Team on the results. Monitors low teaching scores, investigates and reports to Director and suggests resources for supporting teaching. Manages the peer review calendar and process.

Co-manages the school’s faculty member internal website (inside.econ.ubc.ca), including faculty recruiting applications,  and collaborates with faculty manager and IT specialist to troubleshoot problems. Manages user roles, permissions and forums. Updates content on the VSE AIR website in areas of responsibility.

In collaboration with Director and School Administrator, initiates, develops and implements changes to systems and procedures in areas of responsibility that will improve efficiency, fairness and effectiveness for faculty members.

Researches and authors or co-authors a variety of sensitive, complex and confidential reports, summaries, letters, memos, and rationales, overseeing and reviewing final production of documents - delegating as appropriate.

Responsible for the day to day supervision, hiring, evaluation, discipline and termination of support staff and work-learn employees.

Oversees the preparation of progress reports, projects and processes to ensure successful completion. Directs staff to ensure prioritization of deadlines and adjusts work hours in peak times as necessary. Supervises and directs secretarial and clerical support for Director and Committee Chairs in areas of responsibility. Supervises the production of appointment and reappointment packages, leaves, and honoraria. Supervises website document uploads and updates of VSE faculty information on the UBC calendar and the Canadian Economic Association website.

Performs other duties as required.

Consequence of Error/Judgement
This is a key position responsible for the smooth management of all aspects of the Director's Office and faculty affairs for the school. The position requires a high degree of maturity, judgement and discretion with highly sensitive and confidential information. Providing incorrect information and errors could result in delayed appointments, late or missing salary payments and delay or denial of work permits, all of which would seriously impact faculty members or new hires and create a negative impression of the school. Providing incorrect interpretations of faculty and sessional instructor collective agreements and policies relating to various appointments (e.g, benefits) could negatively impact budgets, cause lost merit and salary adjustments, lost hiring opportunities, legal action, grievances or embarrassment. Failure to follow guidelines or missing deadlines for award nominations can result in wasted effort and lost opportunities. Providing incorrect information or incorrect analysis of teaching evaluations, could result in misleading or inaccurate information being presented by the Director in meetings, and in correspondence to the Dean and Senior Appointments Committee, potentially undermining our recommendations on RPT cases. Inappropriately or inadvertently releasing confidential and sensitive information can damage trust in the School leadership and lead to grievances or legal disputes.
Supervision Received
Reports to the school Administrator and Director. Works independently under broad supervision. Work is performed in accordance with broadly established procedures and practices requiring a high level of initiative to plan and complete assignments independently, and judgement to select the appropriate method. High work volume requires ongoing prioritization and the ability to deal proactively with potential problems.
Supervision Given
Manages CUPE 2950 staff and work learn student, including hiring, training, performance evaluation, discipline and termination.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related 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

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

Experience working with senior managers and administrators; thorough knowledge of current HR and FR policy , including faculty recruitment, faculty appointments, leave and resignations, promotion and tenure and merit/PSA policies and procedures. Experience and knowledge of collective agreements for faculty and sessional lecturers. Experience and knowledge of faculty award procedures and event organization. Experience in supervision and delegating work to staff is required.

Working knowledge of the following:
-University governance and administrative systems
-University teaching evaluation methods and teaching resources
-Canadian immigration policies and procedures as relates to faculty appointments
-Knowledge and experience with university HR systems, ie, Workday, ISIS, SIS. Excellent organizational skills. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to interpret and/or apply complex legislation , policies, regulations, and technical information and  ability to find appropriate sources of authoritative advice. Ability to make thoughtful, informed, and thorough decisions. Ability to deal with a diverse group of people in a courteous, calm and effective manner. Ability to develop and maintain cooperative and productive working relationships. Highly effective oral and written communication skills: excellent command of English vocabulary and grammar with ability to write clearly and persuasively; ability to answer questions and orally explain procedures and concepts in a clear, logical and helpful fashion; ability to author or draft a variety of complex, confidential and lengthy documents. Ability to exercise a high level of tact, discretion and diplomacy. Ability to take initiative, analyze problems, identify key information and issues, and effectively resolve. Ability to propose solutions or improvements in an innovative manner. Ability to take initiative and use sound judgment in applying a thorough knowledge of policies and procedures to both routine and unexpected situations. Good interpersonal and networking skills. Ability to effectively manage multiple tasks and priorities, and work under pressure to meet deadlines in a demanding environment, exercising confidentiality, sensitivity, tact and discretion. Willingness to work irregular hours when necessary. Must be a self-starter, flexible and adaptable, and have the ability to deal effectively with people at all levels. Ability to effectively use Microsoft Office at an intermediate to advanced level e.g.,Word, Excel, Powerpoint,etc..
Experience using file-sharing systems, eg. Microsoft Teams, MS OneDrive, TeamShare, WorkSpace,
-Knowledge/training in HTML, web authoring tools eg. WordPress, web file management systems, photo management and editing software. Working knowledge and experience with UBC-specific software ie Workday, ISIS, SIS, Canvas.

Ability to coordinate, explain, assign, and monitor work processes as well as to develop and implement improvements. Ability to locate required information using a variety of methods e.g., online sources, reports, library searches and to review, analyze and synthesize complex information into summaries and reports. Ability to interpret and apply faculty and sessional collective agreements in a complex environment. Ability to work effectively in a team environment and to work independently with minimal supervision.