Academic Governance Assistant & Faculty Secretary

The University of British Columbia; North Vancouver; On-site; CAD 30,000 - 60,000; Full time

Job summary

The Academic Governance Assistant & Faculty Secretary at a leading university plays a crucial role in supporting the academic governance bodies. This involves meticulous organizational capabilities, managing governance inquiries, and ensuring confidentiality while effectively liaising with various university departments. A strong background in communication and related skills is essential for success in this demanding position.

Qualifications

• Willingness to respect diverse perspectives.
• Proven ability to work under pressure with minimal supervision.
• Excellent oral and written communication skills.

Responsibilities

• Provides meeting support for academic governance bodies.
• Prepares and distributes meeting materials and agendas.
• Handles confidential and sensitive information.

Skills

Effective Communication

Organizational Skills

Conflict Resolution

Judgment

Education

High School graduation

1 year post-secondary education

University Degree preferred

Tools

Microsoft Office

Job description

Academic Governance Assistant & Faculty Secretary

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Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr7)

Job Title

Academic Governance Assistant & Faculty Secretary

Department

Staff | Senate and Curriculum Services | Enrolment Services

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

July 1, 2025

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

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 Academic Governance Assistant performs complex secretarial and clerical work requiring independent action and judgment to support academic governance bodies, including the Senate, Council of Senates, Committees of the Senate and Council of Senates, and Faculty Councils.

Organizational Status

Reports to an Academic Governance Officer. Interacts with the Associate Registrar, Senate & Curriculum Services, Associate Academic Governance Officers, Academic Governance Officers, the AVP Enrolment Services & Registrar, members of Senate, and Deans of Faculties.

Work Performed

Provides meeting support for academic governance bodies; schedules meetings, prepares agendas, maintains contact lists, records minutes, maintains records coordinates meeting facilities.

Prepares and distributes packages of meeting materials for academic governance bodies; handles distribution of paper or electronic documents: arranges delivery of time-sensitive documents;

Responds to requests for information about student appeals, prepares appeals files for hearing, schedules hearings, and circulates hearing decisions;

Responds to inquiries of an interpretive nature based upon a thorough knowledge of University, Enrolment Services, Senate and Faculty policies and procedures;

Assists with research and data collection in support of Senate & Curriculum Services Management & Professional staff;

Maintains content on the Senate & Curriculum Services website;

Assists with data entry, proofreading, and editing of content for the University Calendar in compliance with established procedures;

Provides general secretarial support to the Associate Registrar, Senate & Curriculum Services and to Academic Governance Officers;

Maintains files for academic governance bodies;

Performs Other Related Duties As Required.

Consequence of Error/Judgement

Exercises initiative, tact and judgment in handling governance inquiries of a routine and non-routine nature. Works with conflicting demands and independently determines priorities. Must respect confidentiality of highly sensitive information. Errors or incorrect decisions could result in failure to meet governance and student-service objectives, delays for other staff, and embarrassment to the University. Damage to the University s reputation may occur if the incumbent does not respond appropriately to requests from Senators, senior administrators, student appellants, and other members of the University community.

Supervision Received

Reports to the Associate Registrar, Senate & Curriculum Services. Receives direction from other Management & Professional staff on specific projects, as appropriate. Works independently, under general supervision. Sets priorities and performs most duties independently, occasionally consulting supervisor with reference to new or complex problems.

Supervision Given

Coordinates the work of and provides project direction to temporary or part-time secretarial or clerical staff.

Minimum Qualifications

• 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 1 year post-secondary education.
• University Degree preferred.4 years related experience or the equivalent combination of education and experience.
• Proven ability to deal effectively and tactfully with students, faculty and the general public.
• Ability to work under pressure with minimum supervision in dealing with the demands of a busy office.
• Ability to accurately interpret, apply and make decisions within established UBC guidelines and regulations.
• Experience with UBC systems, (e.g., SIS, FSC, and SSC) is an asset;).
• Training and/or experience writing minutes and succinct summaries of complex proceedings. Knowledge of office procedures and practices and computer skills (PC / Windows environment with Microsoft Office and web publishing).
• Excellent oral and written communications skills, including ability to prepare and deliver presentations. Proficiency in English grammar, spelling and punctuation.
• A high degree of judgment applicable to handling sensitive policy issues and personal issues, such as student appeals.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Education and Training

• Industries

  Higher Education

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