Administrative Assistant

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

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Job Summary

The Administrative Assistant provides administrative support to the Associate Dean, Research and the Associate Director, Research Programs and Administration. They will be responsible for managing all aspects of the Associate Dean, Research and Associate Director, Research Programs and Administration's intensive and demanding calendar including the scheduling of large group and committee meetings, booking of travel arrangements, and organizing catering arrangements. They will be expected to accommodate requests to meet with either or both of the Associate Dean, Research and Associate Director, Research Programs and Administration, identify urgent matters of high importance and independently redirect and/or resolve inquiries and issues as appropriate based on the understanding of the Associate Dean, Research and Associate Director, Research Programs and Administration's portfolio and priorities and decide which enquiries, requests and problems to handle on own initiative. Manages the Associate Dean, Research and Associate Director, Research Programs and Administration's commitments, requests for information, meetings and makes the appropriate linkages with the other members of the FoM Dean's Executive team. The Administrative Assistant will also provide the above support to the Vice Dean of Research and Senior Director, Research Programs when the Executive Assistant and Coordinator is away.

The incumbent will work closely with the Executive Assistant and Coordinator to establish, implement and maintain administrative operational office processes with the aims of consistent and efficient practices. They will foster effective working relationships with Dean's Office teams and provides information and guidance to units who work and communicate with the Office of Research. This position requires thorough knowledge of the activities of the Associate Dean, Research and Associate Director, Research Programs and Administration, and the Faculty of Medicine, diplomatic persuasiveness, tact, discretion, good judgment, initiative, and the ability to work independently and cooperatively. Consistent with the Faculty's Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions whether they are emails, letters, or in-person.

The position will be based at the UBC Vancouver Campus. The incumbent will be required to work flexible hours with occasional travel to other sites (e.g., Diamond Health Care Centre) to support operational activities within the Office of Research.

Organizational Status

Our Vision: To Transform Health for Everyone.

Ranked among the world's top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 11,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty - comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well as approximately 650 full-time academic and 8,500 clinical faculty members, is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally-based centres across the province.

This position reports to the Associate Director, Research Programs and Administration and is part of the larger Research team. All members of the team support each other and will have tasks assigned and/or distributed as necessary by the Associate Director, Research Programs and Administration.

Work Performed

ADMINISTRATIVE SUPPORT TO ASSOCIATE DEAN, RESEARCH AND ASSOCIATE DIRECTOR, RESEARCH

Provides complex and confidential administrative support to Associate Dean, Research and to the Associate Director, Research Programs and Administration.

• Maintaining online calendars, scheduling appointments and meetings for the Associate Dean, Research and the Associate Director, Research Programs and Administration.

• Adapt appropriately to changing requirements and needs in regard to scheduling details.

• Maintain regular communication with the both the Associate Dean, Research and Associate Director, Research Programs and Administration to ensure the calendar is up to date and aware of all items.

• Coordinates the Associate Dean, Research and Associate Director, Research Programs and Administration's electronic calendar and screens requests for appointments. Dealing with a high volume of requests, exercises tact and discretion in prioritizing requests for appointments.

• Gathering agenda and meeting materials for scheduled meetings and appointments.

• Booking rooms and arranging catering for meetings as required.

• Ensures Associate Dean, Research and Associate Director, Research Programs and Administration's correspondence requesting information or meetings is tracked and followed up.

• Coordinates all travel arrangements for the Associate Dean, Research; the Associate Director, Research Programs and Administration; and distinguished guests including airline, hotel, visas, and ground transportation; these arrangements are often of a complex nature and require a high level of coordination. Prepares complex reimbursement of travel expenses.

• Required to decline or redirect requests diplomatically and persuasively in complex and sensitive situations.

• Researches, prioritizes, and determines appropriate course of action, referral or response on matters identified by the Associate Dean, Research and the Associate Director, Research Programs and Administration.

• Keeps the Dean, the Vice-Dean, Executive Coordinator, Director and Executive Directors, Faculty Affairs, informed about the Associate Dean, Research and Associate Director, Research Programs and Administration's schedule.

• Prepares and verifies a variety of forms which require the signature of the Associate Dean, Research and Associate Director, Research Programs and Administration as required.

COVERAGE FOR EXECUTIVE ASSISTANT AND COORDINATOR AS NEEDED

• Provides relief administrative support to the Vice Dean of Research and Senior Director, Research Programs when the Executive Assistant and Coordinator is away.

• Schedules numerous appointments and coordinates meetings; books rooms and arranges catering as required. Adapts appropriately to changing requirements and needs in regard to scheduling details.

• Maintain regular communication with the both the Vice Dean, Research and Senior Director, Research Programs to ensure the calendar is up to date and aware of all items.

• Coordinates the Vice Dean, Research Vice Dean, Research and Senior Director, Research Programs electronic calendar and screens requests for appointments. Dealing with a high volume of requests, exercises tact and discretion in prioritizing requests for appointments. Required to decline or redirect requests diplomatically and persuasively in complex and sensitive situations.

• Keeps the Dean, the Vice-Deans, Executive Coordinator, Director and Executive Directors, Faculty Affairs, informed about the schedule of the Vice Dean, Research and Senior Director, Research Programs' schedule.

• Uses diplomacy, persuasiveness and tact in dealing with members of the senior government and University, Health Authority officials, donors, students and the general public.

• Ensures Vice Dean, Research and Senior Director, Research Program's correspondence requesting information or meetings is tracked and followed up.

• Coordinates all travel arrangements for the Vice Dean, Research and Senior Director, Research Programs; and distinguished guests including airline, hotel, visas, and ground transportation; these arrangements are often of a complex nature and require a high level of coordination. Prepares complex reimbursement of travel expenses.

• Prepares and verifies a variety of forms which require the signature of the Vice Dean, Research and Senior Director, Research Programs as required.

GENERAL ADMINISTRATION

• Organize and coordinate all aspects of Office of Research team meetings (schedule, prepare agendas, take meeting minutes, send reminders and/or correspondence to team etc..) and team events.

• Together with the Executive Assistant and Coordinator, provides leadership in administrative office processes and practices to the OVDR, including onboarding and off boarding staff and establishing and maintaining process documents. Assist with onboarding/offboarding staff within the Office of Research including ordering of equipment and supplies for staff.

• Maintain and update the asset inventory (computers and peripherals), office supplies and event supplies as needed.

• Provide administrative support for processing finance in Workday for Executive Assistant and Coordinator.

• Maintain and update the contact list and organization chart in MedNet Office of the Vice Dean Research website.

• Packaging files for archiving and maintaining the Research area of Research archives.

• Reception relief as required at the IRC.

• Performs other related tasks as required.

Consequence of Error/Judgement

This position requires judgment, tact, discretion and initiative to an outstanding degree. This position handles sensitive and highly confidential matters involving questions of ethics, appeals, conflict of interest, donors, standards, government relations, personnel questions, etc. Errors could have a negative impact on the Dean s Office and the University resulting in legal action, negative public relations, financial costs, and loss of credibility.

Supervision Received

Reports to and works under the direction of the Associate Director, Research Programs and Administration. Works closely with the Vice Dean, Research, Associate Dean, Research, Senior Director, Research, Associate Director, Research Programs and Administration as well as the Research team. Performs familiar duties independently and in accordance with established procedures.

Supervision Given
Is not required to supervise; may explain work procedures to new or inexperienced staff.

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

Training in administrative secretarial skills and training in office procedures and practices. Relevant UBC experience preferred. Experience with SharePoint preferred. Must have intermediate skills in Microsoft Office programs including Word, Excel, PowerPoint and Outlook. Strong ability to manage Outlook and related electronic platforms (straw polls). Ability to use internet applications and tools at an intermediate level. Ability to type 60 wpm and operate a normal range of office equipment. Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings and schedule the day's activities appropriately. Ability to take and transcribe minutes. Ability to plan, schedule and organize a variety of projects and/or events, often concurrently. Ability to prioritize work, multi-task, work under pressure and meet deadlines. Highly effective verbal and written communication skills. Ability to politely screen calls and direct as appropriate. Ability to compose correspondence, reports, presentations and other written materials using clear concise business English. Ability to gather, record and organize information. Ability to exercise tact and discretion with confidential matters. Ability to exercise sound judgment. Highly effect interpersonal and organizational skills. Ability to deal with a diverse group of people in a calm, courteous and effective manner. Ability to determine the nature and urgency of inquiries and issues and triage appropriately. Ability to develop and maintain cooperative and productive working relationships. Ability to work independently and to exercise considerable judgment, and discretion and take initiative on a daily basis. Ability to adapt to, and work effectively, under pressure and meet deadlines in an environment that is fast paced, with high volume and critical deadlines. Ability to be thorough and maintain accuracy and high level of attention to detail. Ability to work both independently and participate as an effective member in a team environment.