Admin Assistant to the Dean

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Administrative Support 5 (Gr8)

Job Title
Admin Assistant to the Dean

Department
Executive Leadership Support | Dean of Arts Office

Compensation Range
$4,601.00 - $4,953.00 CAD Monthly

Posting End Date
March 26, 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 Summary

The position provides senior secretarial and administrative support to the Dean, Faculty of Arts. As a member of the administrative support team in the Faculty of Arts 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, setting priorities, and researching necessary information in order to assist the Dean and Executive Coordinator. 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 Executive Coordinator. The incumbent coordinates the scheduling of large group and committee meetings, organizes catering, books travel, and supports events and projects hosted by the Dean's Office. This position requires thorough knowledge of the activities of the Dean and the Faculty of Arts and must exercise diplomacy, tact, discretion, good judgement, initiative and be able to work independently and collaboratively. The incumbent must be energetic and demonstrate a high level of attention to detail. The position requires the individual to be flexible and adaptable as some events may not occur within regular working hours.

Organizational Status

The position interacts regularly with other Associate and Assistant Deans, Dean's Office staff, Faculty Service Units (Arts ISIT, Arts Academic Advising, Arts Work Integrated Education and Career Initiatives, Arts Development and Alumni Engagement, Arts Communications); Heads, Directors, and Chairs of Departments, School, Institutes, and Programs in the Faculty, and faculty, staff, and students from all areas and levels of the University. This position also liaises with other Deans' offices, the President's office, Provost office, the Equity office, advisory board members, and offices external to the University.

Work Performed

• Provides a wide range of complex and confidential administrative support to the Dean, working closely with the Executive Coordinator and other senior level Dean's Office staff.
• Acts as personal and confidential assistant to the Dean of Arts. Schedules the Dean's appointments and coordinates all aspects of senior meetings, including all briefing notes, meeting materials, agendas, and bookings (extensive). Exercises tact and discretion in prioritizing a high volume of requests for appointments. Ensures the Dean is on-schedule. Interrupts meetings and redirects the Dean as-needed.
• In complex and sensitive situations, is required to decline or redirect requests diplomatically and persuasively. Consults with the Executive Coordinator to the Dean to achieve resolution on difficult matters.
• Responds to email, telephone and in-person inquiries from a wide variety of sources, either  general or complex in nature and relating to the Dean's schedule. When necessary, in consultation with the Executive Coordinator, triages, redirects, and tracks the Dean's incoming and outgoing paper and electronic mail. Exercises judgement when referring materials to the Dean and/or re-directing inquiries during their absences from campus.
• Screens and prioritizes phone calls, emails, and materials;  determining matters to refer elsewhere, or which can be responded to by the incumbent.
• Ensures the Dean's correspondence requesting information or meetings is tracked and followed up, when required.
• Collates information from multiple sources for the Dean; liaising with Associate/Assistant Deans, Heads/Director, senior administrative levels across UBC, peer institutions, corporate and government officials, as well as prominent members of the external community. Researches, prepares and processes highly sensitive information, forms, spreadsheets and other documents such as announcements, letters, thank-you acknowledgements, memos etc., in either draft or final format from handwritten materials, brief oral instructions or notes, tapes, and/or e-mails. Researches background information, proofreads and edits hardcopy and electronic documents as required.
• Coordinates all travel arrangements for the Dean including airline tickets, hotel, visas, and ground transportation. These arrangements are often of a complex nature and require a high level of coordination. Prepares the Dean's travel expenses reimbursement.
• Tracks and maintains records of the Dean’s expenditures, to ensure timely reconciliation of corporate credit card transactions
• Plans and organizes a variety of ongoing, annual and one-time academic and non-academic projects & activities for the Dean and the Dean's Office (Faculty of Arts Council, Heads and Directors, Dean's Table, Committee of Deans, DAC, SAC etc.). Tasks include, but are not limited to, booking venues, creating and distributing invitations, managing RSVPs, catering and AV arrangements and venue set-up and take-down.
• Provides communications, coordination and research support for special projects led by the Dean, Administration and other senior Dean's Office staff. Handles data and information requests for specific projects; coordinates and assembles project materials from a variety of sources.
• Liaises with Arts Development & Alumni Engagement (DAE) to secure the Dean's presence at relevant donor and alumni events and ensure that all communications and briefing notes are prepared on time.
• Responsible for organizing departmental meetings with the Dean.
• Organizes and is responsible for the Dean's confidential files and correspondence. Maintains quick-finding filing systems for the Executive Coordinator. Responsible for photocopying, sorting, distributing materials, mailing, and maintaining record schedules including archiving and/or shredding.
• Ensures procedural manuals for the Dean's Office are developed and updated on a regular basis to ensure minimal to no disruption in service delivery.
• Acts as backup administrative support for Faculty of Arts Associate/Assistant Dean's when their assistant is away
• Performs other administrative duties related to the qualifications and requirements of this job level as directed.

Consequence of Error

The incumbent is expected to be thorough, tactful, helpful with faculty members and staff, and to exercise care, attention to detail, tact, discretion, and sound, excellent judgment in all aspects of the job. The incumbent deals with a large volume of highly confidential material and is privy to confidential conversations. Confidentiality must be maintained at all times.

Failure to meet these standards of performance, errors in judgment, or poor decision-making could lead to lost opportunities, delays for the Dean and others, embarrassment to the Dean and the Dean's Office. Failure to act quickly, to be able to work closely and communicate with the Dean and Dean's office staff can cause serious delays and damage to the Dean's work and reputation.

Supervision Received

The position reports to the Executive Coordinator. Tasking and direction will come from the Dean and other senior members of the Dean's Office.

Supervision Given

No direct reports. Formally trains new staff on work procedures.

Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an 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

• Must have advanced skills in Microsoft Office programs including, Word, Excel, PowerPoint,  Outlook (calendar and email) and MS Teams. Strong ability to accurately maintain electronic calendars (Outlook), reconcile scheduling conflicts, coordinate meetings and schedule the day's activities appropriately. Must have an aptitude for learning new software applications.
• Ability to plan, schedule, and organize a variety of meetings, projects and events, often concurrently.
• Ability to compose reports, presentation and other written materials using clear concise business English and to draft complex correspondence for signature.
• Highly effective verbal and written communication skills.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• 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 politely screen calls and direct as appropriate, and to exercise tact and discretion with confidential matters.
• Ability to exercise sound judgment and to determine the nature and urgency of inquiries and issues, and triage appropriately.
• Ability to deal with a diverse group of people in a calm, courteous, and effective manner and with highly effective interpersonal and organizational skills
• Ability to develop and maintain cooperative and productive working relationships.
• Ability to prioritize work, multi-task, and work effectively under pressure and meet deadlines in an environment that is fast paced, with high volume and critical deadlines.
• Ability to be thorough and maintain accuracy and high level of attention to detail.
• Ability to work both independently and cooperatively within a team environment and to bring energy, motivation and enthusiasm to the job.
• Excellent conflict resolution and interpersonal skills.
• Ability to work in a quiet zone, in tight quarters with little privacy, maintaining ability to exercise tact, discretion, and sound judgment especially when handling sensitive material.
• Ability to type 60 wpm and operate the normal range of automated office systems and equipment.
• Ability to use word processing, spreadsheet, database and web software, electronic mail, and scheduling applications.
• Ability to take and transcribe accurate meeting minutes with a short turn-around time.
• Knowledge of UBC Policies and Procedures preferred. Web editing experience an asset