Administrative Assistant

The University of British Columbia; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job summary

The University of British Columbia seeks an Administrative Assistant for the Dermatology and Skin Science Department. The role involves providing executive support, managing communications, and organizing departmental events. Ideal candidates will possess strong organizational and communication skills, as well as experience in a related administrative role. A commitment to equity, diversity, and inclusion is essential.

Qualifications

• High School graduation plus a two year post-secondary diploma and four years related experience required.
• Strong computer skills and high degree of accuracy in MS Office programs.
• Ability to work flexible hours including evenings and weekends.

Responsibilities

• Provides confidential executive support to Department Head.
• Organizes calendars, schedules meetings, and manages communications.
• Coordinates departmental events and maintains departmental filing systems.

Skills

Interpersonal Skills

Organization

Written Communication

MS Office Proficiency

Confidentiality

Education

Two year post-secondary diploma

Job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Administrative Assistant

Department

Administrative Support | Department of Dermatology and Skin Science | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

June 2, 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 Administrative Assistant acts as a key point of contact for the Department of Dermatology and Skin Science by providing confidential executive support to the Department Head, Associate Head and Senior Administrator. The incumbent utilizes a high level of judgement, professionalism and sensitivity in dealing with faculty, trainees, staff, health authorities, external organizations and visitors. A thorough knowledge of the programs, policies and procedures of the Department, Faculty of Medicine and University is essential. The incumbent must be able to work flexible hours including evenings/weekends to support occasional meetings and events.

Organizational Status

The UBC Department of Dermatology and Skin Science administrative office is located in the Skin Care Centre, Vancouver General Hospital. This position reports directly to the Senior Administrator, and ultimately to the Department Head. This position interacts with faculty, trainees and staff in the department including clinical and hospital staff.

Work Performed

Administration

• Provides confidential executive support to the Department Head, Associate Head and Senior Administrator by screening all incoming materials, redirecting matters for reply or additional information, and prioritizing for the attention.
• Organizes the calendar of the Head by performing duties such as scheduling meetings and appointments, identifying and communicating high priority requests, coordinating with other schedules and responding on behalf of the Head on availability to attend meetings. Demonstrates a high level of organization, understanding and initiative to act on changing priorities in scheduling and managing the Head’s calendar.
• Screens all incoming materials, referring matters for reply or additional information and prioritizing for the attention of the Department Head.
• Arranges faculty annual review meetings with the Head and prepares necessary documents in advance of the meeting, as well as any follow-up documents afterwards.
• Responsible for ensuring that all physicians appointment/reappointment forms for hospital privileges have been completed and are submitted. Works as a liaison with VA Medical Affairs Office regarding physicians Medical Staff annual appointments/reappointments, and follows up as required to ensure dues are paid.
• Provides executive support to Faculty Research Committee, Canadian Melanoma Foundation and other ad hoc committees/organizations. Duties include but are not limited to scheduling meetings, booking rooms, preparing agendas/materials, drafting/editing complex correspondences and meeting minutes.
• Acts as the first point of contact for the department; welcomes/greets incoming faculty, trainees and visitors; responds to telephone, email and in-person inquiries and redirects as appropriate.
• Manages the front office including facility requests (i.e. keys, photo IDs, phones, computers, etc), bulletin boards, kitchen, office supplies and mailroom.
• Responsible for maintaining and improving departmental filing systems (physical and electronic): filing/storing relevant documents, creating new files, retiring old files (archiving and shredding) and developing a records management strategy for the Department.
• Performs as back up for other departmental staff as necessary.
• Performs other tasks as required by the Head, Associate Head and Senior Administrator.
  
  

Human Resources

• Coordinates complex processes such as Recruitment, and Appointment, Reappointment, Promotion & Tenure (ARPT) review of faculty and clinical faculty members. Compiles necessary qualitative and quantitative data as directed to support the ARPT process (e.g. teaching assessment average scores).
• Assists with human resources processes including but not limited to processing appointments, updating faculty CVs, publication records, teaching dossiers.
• Responsible for the full-cycle onboarding, orientation, and offboarding tasks in Workday.
• Records and manages HR procedures that include but are not limited to maintaining physical/electronic files, updating mailing lists, corresponding spreadsheets and databases.
• Prepares, verifies and processes full-cycle correspondence related to appointments, reappointments, promotions, transfer and severance notices, leave of absences etc. for all appointees in Workday. Tracks and follow-ups on problems related to appointments and processing.
• Provides proactive support for appointments ending to ensure payroll accuracy. Responsible for running and maintenance of 3 month ending reports, ensuring all appointments are extended without a break in pay.
• Provides information to faculty and staff on current UBC human resources policies and practices, such as attendance and leave management, vacation and sick leave benefits, appointments and reappointments.
• Responsible for communicating with Payroll, Human Resources, and Dean’s Office to investigate and solve complex payroll and personnel discrepancies.
• Performs other HR tasks as required by the Administrator.
  
  

Event Planning and Communications

• Coordinates events such as Research Day, Annual Department Dinner, special meetings, retreats and strategic planning workshops for the Department.
• Assists in developing communication and presentation material such as newsletters, monthly e-messages & social media.
• Assists in website maintenance and updates, including monitoring content to ensure that it is correct and meets UBC Branding, web, and marketing guidelines; drafting and adding new content; maintaining news and events sections; arranging for support when necessary; and monitoring web statistics. Also includes participating in planning for and the implementation of website design and layout updates.
• Maintains the inventory, storage, and distribution of marketing materials such as the photo library, banners and other collateral.
• Performs other tasks as required by the Administrator.
  
  

Consequence of Error/Judgement

Work performed is done independently. Impact of error is considerable as the incumbent is dealing with high level of confidentiality and responsibility for information that is widely distributed. Any errors in decision could have repercussions for faculty and trainees and the image of the department as a whole.

Supervision Received

Often works independently under administrative direction. Work is performed within authorized prescribed limits and/or an approved plan. While job tasks are governed generally by broad instructions, objectives, and policies, the incumbent faces frequent changes in conditions (e.g. new policies/processes, new contacts as a result of evolving partnerships with stakeholders) and priorities. Exercises independent judgement in selecting and interpreting information, and when necessary, refers to or discusses problems with Senior Administrator or Department Head, especially if the problem/issue is recurring or requires action that deviates from standard practices. May recommend solutions and implement upon approval.

Supervision Given

Provides training, supervision, and orientation to new staff, work learn students, and temporary employees in the academic office.

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

• Effective interpersonal skills with the ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Strong ability to compose correspondence, reports, presentations and other written materials using clear, concise business English.
• Must have strong computer skills, and a high degree of accuracy and precision in MS Office programs including Word, Excel, PowerPoint and Outlook.
• Strong ability to determine the nature and urgency of inquiries and issues and triage appropriately.
• Demonstrated ability to prioritize work, multi-task and work under pressure to meet deadlines in a fast-paced environment.
• Excellent oral and written communication skills.
• Ability to exercise judgement, tact, confidentiality and discretion when dealing with sensitive matters.
• Ability to type 60 wpm with near-perfect accuracy and operate a normal range of office equipment.
• Ability to develop and maintain effective working relationships internally and externally to he department.
• Strong interpersonal skills to work effectively in a team environment with a positive attitude to the job.
• Strong organizational skills and ability to maintain accuracy and high level of attention to details.
• Ability to work independently and take initiative, including willingness to seek answers where personal knowledge may be lacking.
• Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings and schedule the day’s activities appropriately.
• Ability to take and transcribe accurate meeting minutes.
• Ability to use internet applications and tools at an intermediate level.
• Ability to work flexible hours including evenings and weekends to support meetings and events.
  
  

Additional assets:

• A strong desire to learn new skills and to play an important role in the Department.
• Experience in a post-secondary institution; UBC experience an additional asset.
• Thorough knowledge of University policies and procedures an asset.
• Experience with executive calendar and email management.
• Experience with Workday and additional asset.
• Social media and web experience an asset WordPress, Instagram, Twitter, YouTube, etc..