Administrative Support

The University of British Columbia; Vancouver; On-site; CAD 45,000 - 65,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to provide high-level confidential support within a dynamic academic environment. This role is crucial for managing the Department Head's calendar, coordinating travel, and facilitating communication across various stakeholders. The ideal candidate will demonstrate exceptional organizational skills, a commitment to confidentiality, and the ability to thrive in a fast-paced setting. Join a vibrant team where your contributions will enhance the operational efficiency of the department and support a diverse academic community.

Qualifications

• 4+ years of related experience in administrative roles.
• Strong skills in communication and maintaining confidentiality.

Responsibilities

• Provide high-level administrative support to the Department Head.
• Coordinate complex travel arrangements and manage scheduling.
• Assist with human resources actions and maintain faculty files.

Skills

Administrative Support

Communication Skills

Time Management

Confidentiality

Problem Solving

Customer Service

Education

High School Graduation

Two-Year Post-Secondary Diploma

Post-Secondary Training in Administrative Practices

Tools

Microsoft Office

Workday

SISC

ISIS

Job description

This position provides high level confidential administrative support to the Head, Department of Ancient Mediterranean and Near Eastern Studies; the Administrator, AMNE; and AMNE department programs. Responsibilities include calendar and meeting scheduling; travel coordination; meeting preparation and follow up; tracking processes for faculty and sessional searches, tenure and promotions; and overseeing operational requirements of the office.

Based on an understanding of the Department Head and Administrator's priorities, the incumbent is expected to prioritize meeting requests, identify urgent matters of high importance, and independently redirect and/or resolve inquiries and issues as appropriate.

This position requires thorough knowledge of the University of British Columbia and, ideally, the Faculty of Arts. The Administrative Assistant must exercise diplomacy, tact, discretion, good judgment, initiative, confidentiality and be able to work independently, as well as collaboratively. This position interacts and communicates regularly with faculty, graduate and undergraduate students, staff, alumni, department visitors, staff from the Faculty of Arts Dean's Office, Faculty Relations, the UBC School of Graduate and Postdoctoral Studies, and other academic and administrative units on campus.

Organizational Status

The incumbent reports to the Administrator, and takes direction from the Department Head and other senior staff where appropriate.

Work Performed

Head Support

Acts as confidential assistant to the Department Head. Schedules and maintains all aspects of the Department Head's complex calendar and appointments, including screening multiple requests for appointments, and exercising tact and discretion in prioritizing requests for appointments.

Effectively communicates with Head to ensure that the calendar is up to date and that the Head is aware of all calendar items.

Uses judgment, discretion, and tact in responding to oral and written inquiries, based on extensive knowledge of the Department and operations of the University in general and Faculty of Arts in particular.

Drafts, edits, proofreads and completes to copy a wide variety of correspondence, reports, grant applications and other materials in accordance with the Head's notes and directions.

Coordinates complex travel arrangements for the Head and Department speakers, including airline, hotel, visas, and ground transportation. Compiles back-up documentation for reimbursement of travel expenses.

Deals with faculty members, staff, and others in a professional manner on behalf of the Head by e-mail, phone, and in person.

Coordinates the sessional hiring process; creates offer letters for Sessional Faculty and uses on-line system to make appointments.

Establishes and maintains faculty files and coordinates such confidential processes as appointments, merit increases, sabbaticals, promotions and tenures.

Supports the Head's portion of the offer process to new faculty hires. Coordinates and schedules faculty and sessional searches, administering the selection and recruitment process.

Schedules and coordinates the Standing Committee on Tenure and Promotion and prepares required support materials.

Coordinates Conflict of Interest submissions with the Head.

Academic Support

Provide administrative support for undergraduate and graduate student associations.

Supports the Graduate Advisor in receiving and processing graduate applications. Updates application files for review. Collates documents and follows up on missing information.

Plans and coordinates Grad student events, in coordination with the Graduate Advisor.

Administrative Support

Provides reception and administrative support services to the Department. Coordinates and provides follow-up on correspondence, screens calls, and receives visitors as appropriate.

Maintains up-to-date information on UBC and departmental policies and procedures.

Researches, prioritizes, and determines appropriate course of action, referral or response on matters identified by the Head or Administrator.

Initiates and tracks human resources actions for student and staff appointments, and assists Administrator with other HR related duties as needed. Workday HR Analyst for department.

Keeps up to date on policies and procedures related to faculty and sessional hiring and retention.

Assists with human resources processes such as tenure-track faculty appointments, post-doctoral fellows, and visiting scholars.

Handles requests for information and data for specific projects, and tracks through to completion.

Creates and maintains databases and directories, including RSVP tracking for events through online survey tools, email distribution lists, etc.

Prepares correspondence, forms, and other documents in either draft or final format, much of which is sensitive and confidential, from brief oral instructions or notes, and/or e-mails.

Prepares and distributes agendas and other meeting materials for committees, working groups, etc. Takes, transcribes, and distributes minutes as required. Takes direction from the Head, program directors, and/or the Administrator with primary responsibility for the committee, as appropriate in each instance.

Arranges and oversees events as well as coordinating special events such as orientation, annual retreats, and visiting speakers.

Assists the Administrator with Financial processing when required and appropriate.

Performs other related tasks as required.

Consequence of Error / Judgement

This position is an important channel of communication between the Department Head, faculty, staff, students, potential hires and special visitors. This position has access to highly confidential information, including information about student academic matters, faculty and staff personnel matters, and strategic and financial proposals. Tact and discretion in dealing with confidential and sensitive matters is essential. Errors in performance by the incumbent could lead to very serious damage of the reputation of the Department, the Faculty, and the University as a whole and/or legal consequences.

Supervision Received

The incumbent reports to the Administrator, and takes direction from the Department Head and other senior staff where appropriate.

Supervision Given

This position does not supervise.

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

Post-secondary training in administrative/secretarial practices and office procedures and practices.

Ability to prioritize and work calmly under pressure to meet deadlines in a fast-paced environment.

Outstanding and demonstrable written and oral communication skills. Demonstrated ability to compose, proofread, and edit documents. Must have intermediate skills in Microsoft Office programs including Word, Excel, PowerPoint and Outlook.

Experience with UBC systems such as Workday, SISC, ISIS preferred.

Ability to type 40wpm with near-perfect accuracy. Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings and schedule the day's activities appropriately.

Experience delivering high level customer and client service. Ability to exercise initiative, tact, discretion and courtesy with a diverse range of people and stakeholders.

Ability to take and transcribe accurate meeting minutes.

Ability to compose correspondence, reports, presentations and other written materials using clear, concise business English.

Ability to create and accurately maintain record and filing systems.

Ability to work effectively in a team environment. Ability to work independently and to exercise considerable judgment on a daily basis.

Ability to plan, schedule and organize a variety of complex events such as visits by potential hires, receptions for visiting scholars, and departmental retreats.

Ability to be thorough and maintain accuracy and high level of attention to detail.

Ability to work occasional early mornings, evenings, and weekends to support portfolio-related events.

Knowledge of UBC Policies and Procedures preferred.

Must be comfortable working with ambiguity and change.