Administrative Coordinator/Executive Assistant

Job title: Administrative Coordinator/Executive Assistant

Job description: Staff – Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried – Administrative Support 5 (Gr9)

Job Title Administrative Coordinator/Executive Assistant

Department Administrative Management | Department of Cellular and Physiological Sciences | Faculty of Medicine

Compensation Range $4,815.00 – $5,371.00 CAD Monthly

Posting End Date March 18, 2024

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

Job End Date Apr 21, 2025

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 Assistant provides confidential administrative support to the Department Heads, and Director of Administration (DoA). The incumbent utilizes a high level of judgement, professionalism and sensitivity in dealing with students, staff, faculty, UBC units, government agencies, vendors and other officials. A thorough knowledge of the department programs, policies and procedures of the departments and of the University is essential.

Organizational Status

For more than fifty years, the Department of Biochemistry & Molecular Biology (BMB) and the Department of Cellular & Physiological Sciences (CPS) have played active and important roles at UBC and in the greater scientific community. The Department of Biochemistry & Molecular Biology hosts a Graduate program and 23 active laboratories and offers over 15 undergraduate courses and laboratory courses for honours, major and minor Undergraduate programs. The CPS department runs the Undergraduate CAPS Program in the Faculty of Science, offers 15 undergraduate courses and hosts 23 active laboratories. The merged administrative team supports 68 faculty members, 80 Postdoctoral Fellows and Research Associate, 60 staff members, 150 graduate students, and approximately 3,000 undergraduate students in total.

This position works under the direction of the Department Heads, and Director of Administration while also working closely with Assistant HR Manager. The position plays a key role in the departments by providing executive support to the Department Heads and the Director of Administration. Responsibilities also includes overseeing daily office administrative tasks, coordinating faculty recruitment, and managing the faculty promotion, reappointment, and tenure process.

Work Performed

Executive Assistance

Act as a personal and confidential Executive Assistant to the Department Head, and provide executive administrative support to the Department Heads of the Departments of Biochemistry and Molecular Biology (BMB) and Cellular & Physiological Sciences (CPS), as well as the Director of Administration (DoA).

Organize and maintain the Department Heads complex appointment calendars as well as that of the DoA by performing duties such as scheduling meetings, conferences, and appointments, identifying and communicating high priority requests, and coordinating with other schedules; minimize Heads’ travel time where possible.

Screen and prioritize incoming materials, referring matters for reply and bring forward for the attention of the Department Heads and DoA.

Make travel and hotel arrangements for the Head; select and assemble a schedule of meetings that the Department Heads would need to attend during out-of-town conferences.

Arrange for a Faculty alternate to review and sign appointment forms and/or grants during Head’s absence; notify appropriate parties of this alternate signing authority.

Draft and edit memoranda and reports, generate and compile statistical data for reports, as required.

Complete and retrieve commitment letters for personal research/scholarship awards, and notify faculty of deadlines.

Exercise judgement in communication flow to ensure timely and efficient handling of information.

Draft correspondence for the Heads.

Promotion, Reappointment and Tenure Process

Oversee and coordinate the administrative functions of Promotion, Reappointment and Tenure process.

Study and apply promotion and tenure process from the SAC Guide to mitigate any procedural error during the review process.

Receive candidate(s)’ documents on July 1st, conducts comprehensive review of the documentations prior to forwarding to the Chair of the ARPT Committees.

Extensively review candidates’ CV and publication records to ensure there are no conflicts, flags potential conflicts and reports to the Chair.

Conduct thorough review of external referees to investigate and mitigate potential conflicts that could result in procedural error.

Send out review requests to arms-length referees, receives references, collates the relevant packages, files on Teams or OneDrive to be disseminated to the entire committee once packages are complete. Creates a list of arms-length reviewers and their bios to be included in packages as per Faculty of Medicine checklist.

Follow UBC’s policies on ARPT, Faculty Collective Agreement, and SAC guidelines.

Schedule ARPT meetings and ensure that all committee members are provided with required material well in advance of those meetings.

Keep accurate and detailed records of all faculty Reappointment, Promotion and Tenure cases.

Faculty Recruitment

Oversee and coordinate the administrative functions of the recruitment process, working closely with the search committees, the Department Head, and the DoA.

Draft Ad for Heads’ review of the upcoming recruitments.

Post and circulate the approved job ads to all required platforms and websites following UBC’s advertising policies.

Organize and execute all logistics for meetings and interviews, and ensure related materials are distributed to appropriate individuals/organizations in a timely and confidential manner.

Act as all candidates’ main contact; communicates with all parties involved on the candidate’s itinerary, transportation, accommodation, room bookings, and other related arrangements.

Coordinates expense reimbursements after candidates’ visits and keep track of expense records.

Ensure relocation expenses are recovered from UBC Central prior to year-end

General Administration

Organize department meetings for both departments, collates material and data, creates and circulates agenda and relevant documentations, takes accurate minutes, brings forward and follows up on action items. Facilitates video conferencing for off-site members during meetings ensuring the unit is tested and operational prior to the meeting. Ensures venue is booked for monthly meetings 1 year in advance.

Collect and keep track of all activity reports for the Department Heads and Merit Committees and make them available online for reviews.

Oversee the staff and faculty awards nomination processes for the various Faculty, Department, University and external awards, including soliciting referee requests and coordinating nomination packages. Work with the Chair of the Awards Nominating committee.

Provide administrative support to: the CPS Awards Committee, Faculty Executive Committee, Recruitment Committees, Merit Committees, Awards Nominating Committee, and other ad hoc committees. These duties include but are not limited to: booking rooms, taking minutes, and keeping track of nominations.

Provide administrative support to the CPS and BMB EDI Committees, by preparing and distributing meeting agendas, minutes and other relevant materials.

Provide executive assistance on 5-year and external reviews for both departments. Works on Self-study reports, reviews and edits to its final form.

Assess and delegate the workflow for the student workers in the Administration Office to ensure everything is completed in a timely manner and that division of tasks as appropriate.

Support the Department’s communications needs; providing oversight of the departments’ websites. Drafts, edits and communicates departmental information and announcements.

Delegate the workflow for the other support staff when the incumbent is absent to ensure the timely completion of tasks.

Keep track of space inventory in the department and submit the report to facilities as required. Escalates complex space requests to the DoA.

Provide information regarding UBC policies and procedures and answers enquiries from staff, faculty and visitors.

Contact government agencies and faculty officials to obtain, clarify and disclose information when necessary.

Oversee and maintain the confidential Departmental administrative physical and electronic files.

Handle all Professional Development Claims for all faculty.

Other responsibilities as needed especially during absences in other support areas.

Event Coordination

Plan and coordinate special events, meetings, retreats, strategic planning meetings, and workshops for the Departments and holiday parties.

Consequence of Error/Judgement

This position works independently under broad direction and work is performed within authorized prescribed limits and/or an approved plan. Exercises judgement and initiative in handling matters of a non-routine nature requiring the interpretation of University and Departmental guidelines, procedures and policies.

The position is responsible for administrative tasks such as scheduling appointments; screening grant applications to check for compliance with the UBC policies. Lack of attention to detail will result in disruption of the Department Head’s calendar. There are a variety of job tasks requiring ongoing prioritization.

Supervision Received
Works independently under the direction of the Department Head, Director of Administration. Refers problems, especially if recurring or ongoing, to the DoA for guidance. Recommends solutions and implements upon approval.

Supervision Given
Supervise and train the Administrative Assistant on work procedures, and may supervise temporary staff and student workers.

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

High School graduation and two-year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience.

Training in secretarial practices, office procedures, and/or basic accounting.

Knowledge of scientific or medical terminology preferred.

Three years of relevant UBC experience. Ability to be thorough, accurate, and have a high level of attention to detail is required.

Ability to communicate effectively verbally and in writing.

Ability to accurately maintain appointment calendars, and schedule appropriate appointments.

Ability to efficiently and effectively coordinate tasks.

Ability to create and accurately maintain record and filing systems.

Ability to prioritize and work effectively under pressure to meet deadlines.

Ability to effectively manage multiple tasks and priorities.

Ability to exercise tact and discretion when handling sensitive or confidential issues.

Ability to work effectively independently and in a team environment.

Ability to perform word processing at 60 words per minute.

Ability to use compose business correspondence, generate reports from Excel and Access at an intermediate level.

Proficient with MAC and PC systems, MS Outlook, MS Word, MS Excel and MS PowerPoint, along with the ability to use electronic mail programs, Internet, and other software as required.

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