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New Job Executive Assistant In British Columbia

Executive Assistant
Executive Assistant

Executive Assistant

Company : Jobssummary / Indeed
Salary : $4,601–$4,953 a month
Location : British Columbia

Full Description

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 5 (Gr8)
Job Title
Executive Assistant
Department
Administration | School of Population and Public Health | Faculty of Medicine
Compensation Range
$4,601.00 - $4,953.00 CAD Monthly
Posting End Date
June 26, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Dec 20, 2024
JOB SUMMARY
The Executive Assistant provides overall executive level administrative support to the School Director, Associate Director, Research, Associate Director, Clinical Faculty Affairs and the Associate Director, Partnerships and Community Engagement at the School of Population and Public Health (SPPH). The Executive Assistant also manages the honorary and clinical faculty appointment portfolios for the School and acts as the point of contact for coordinating School events.
The Executive Assistant is expected to be knowledgeable about all aspects of the School, its activities and governance, the policies and procedures of the Faculty of Medicine (FoM) and of the University as it pertains to the Executive Assistant's duties. This autonomous position exercises initiative and judgment to assess and respond to issues, resolve administrative problems, and provides direction to faculty, staff and students on procedural matters.

The office is located in the School of Population and Public Health building, located at the UBC Point Grey campus.
ORGANIZATIONAL STATUS
This position functionally reports to the SPPH Director, Associate Director, Research, Associate Director, Clinical Faculty Affairs and Associate Director, Partnerships and Community Engagement for executive administration functions. The position administratively reports to the SPPH Director, Administration & Operations.

Housed within the Faculty of Medicine, the School of Population and Public Health (SPPH) is an innovative unit that encompasses many of the health-related groupings at UBC as a collaborative venture. The School is structured around four divisions: Occupational and Environmental Health; Health Services and Policy; Epidemiology, Biostatistics and Public Health Practice; and Health in Populations. The resulting mix of professions and disciplines is seen as a means of connecting individuals and learners to galvanize the relationship between health research, public health and health services and to enhance learning.
WORK PERFORMED
  • Provides executive level support to the SPPH Director including:
    • Sets up and coordinates meetings.
    • Composes complex correspondence, including documents requiring significant tact and diplomacy or containing sensitive information, and follows up on action items as required.
    • Responds to confidential telephone, email, and in-person inquiries, and provides information of a complex nature.
  • Coordinates and supports the School's committee meetings including Faculty meetings, School Management Committee (SMC) and Associate Directors meetings.
    • Prepares meeting materials, coordinates agenda topics, presentations, briefing papers, research materials and minutes as required.
    • Ensures follow up of business arising from the meetings.
  • Facilitates signatures on documents for the SPPH Director, Associate Director, Research, Associate Director, Clinical Faculty Affairs and Associate Director, Partnerships and Community Engagement.
  • Plans and coordinates retreats, workshops, symposia and special events for the School, as required.
  • Reconciles claim reimbursements for the SPPH Director and Associate Directors including performing financial duties such as reconciling journal vouchers, and processing expenses, credit card payments and travel requisitions.
  • Performs support tasks in data management procedures for School-level projects and decision-making including gathering data, maintaining and monitoring the operation of databases, processing and organizing documentation, preparing progress reports, and summarizing data as needed. May also participate in devising strategies to optimize data management operations and liaise with IT on the optimization of procedures.
  • Provides support for the Associate Director, Clinical Faculty Affairs, Associate Director, Research and the Associate Director, Partnerships and Community Engagement as required. This includes:
    • Supporting the planning and logistics for Associate Director related meetings, forums, workshops and strategic projects (including taking notes as required and following up on action items).
    • Supporting the collating and reporting on research funding opportunities in a timely manner to the SPPH community.
    • Supporting the collating and reporting of indicators of research activities for the SPPH community.
    • Coordinating the collection of information on grant funding, conflicts of interest, and grant and career award applications for review and signature by the Director or the Director’s designate.
  • Under the direction of the Director, Administration and Operations:
    • Manages the honorary (e.g., Adjunct, Affiliate, and Associate members) faculty appointments for the School, inclusive of committee coordination, meeting support and file preparation for committee review.
    • Provides administrative information on honorary appointment procedural matters, providing necessary direction as required.
    • Assists with faculty recruitment efforts inclusive of uploading advertisements, scheduling interviews and travel arrangements as necessary, scheduling recruitment committee and minuting recruitment meetings/interviews.
  • Under the direction of the Associate Director, Clinical Faculty Affairs:
    • Manages the clinical faculty appointments for the School, inclusive of committee coordination, meeting support and file preparation for committee review.
    • Provides administrative information on procedural matters, providing necessary direction as required.
  • Liaises with the Faculty of Medicine and other relevant institutional contacts for information and clarification for clinical and honorary faculty appointments, as required.
  • Other related duties as required.
CONSEQUENCE OF ERROR
This position has access to highly confidential information that requires handling with discretion.
Errors by the Executive Assistant could lead to very serious losses in reputation of the School, loss of revenue, legal proceedings, embarrassment to the Director, Associate Directors and the Director, Administration & Operations and other University officials.

Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of Faculty of Medicine and University guidelines, procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes where deemed appropriate.

This position will be responsible for access, collection, use and disclosure of personal information in accordance with the BC Freedom of Information and Protection of Privacy Act (RSBC 1996) and other UBC privacy and security policies. This position requires employees to work under strict confidentiality requirements; internal procedures and policies to protect personal information must be followed and adherence to these requirements will be regularly reviewed by the employer.
SUPERVISION RECEIVED
This position functionally reports to the SPPH Director, Associate Director, Research and Associate Director, Partnerships and Community Engagement and Associate Director, Clinical Faculty Affairs for executive administration tasks. The role administratively reports to the Director, Administration & Operations.
SUPERVISION GIVEN
Not applicable.
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.
PREFERRED QUALIFICATIONS
  • Senior level experience in a large and complex organization; working as a senior assistant in the private or public sector preferred
  • Knowledge of UBC's policies and procedures required.
  • Human resources experience preferred.
  • Demonstrated ability to work effectively under pressure, handle heavy volumes and meet constant deadlines.
  • Experience in managing projects that involve a variety of stakeholders.
  • Ability to independently apply a broad knowledge of policies and procedures.
  • Ability to supervise, establish standards of performance and resolve work problems.
  • Excellent oral and written communication, interpersonal, problem-solving, analytical and organizational skills.
  • Ability to effectively use Macintosh and Windows operating systems, and Microsoft Word, Excel and PowerPoint at an intermediate level.
  • Ability to work effectively independently and in a team environment.
  • Ability to exercise a high level of tact, diplomacy and discretion in developing and maintaining collaborations with senior level academic, industry and community leaders.

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