Executive Assistant, Vpa

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Job Profile

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Department

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

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

This position provides confidential executive-level administration assistance and support to the Vice-Provost and Associate Vice-President, Teaching and Learning in the Office of the Provost and Vice President Academic (VPA) Portfolio. The Executive Assistant, VPA manages and coordinates a variety of programs, projects and activities; and provides communications, research and writing support. The incumbent liaises with the wider University community and fosters effective working relationships across the academic units and Faculties, as well as other communities internal and external to the University.

The position regularly deals with, and initiates responses to, matters relating to senior university administration, student and faculty matters. A clear understanding of the responsibilities of the office of the VPA and the Provost's portfolio is essential.

The role provides executive administrative and project support for activities identified by the Vice-Provost and the Executive Assistant to the Provost and Manager, Administrative Support.

Organizational Status

This position reports to the Executive Assistant to the Provost and Manager, Administrative Support; and receives direction from the Vice-Provost and Associate Vice-President, Teaching and Learning.

The Executive Assistant, VPA interacts with the entire portfolio and areas of responsibility for the VPA.

Work Performed

• Prepares high quality briefs, summaries, reports and presentations that require researching, compiling and analyzing information from a variety of sources for the Vice-Provost and/or in response to queries from other UBC departments or for specific meetings of the Vice-Provost. Provides high-level document management to ensure the integrity of reports, letters, memos and presentations, including drafting, editing, formatting and proofreading documents.

• Strategically manages the professional time and commitments of the Vice-Provost and Associate Vice-President, Teaching and Learning.

• Manages the organization and agenda planning of meetings chaired by the Vice-Provost, including those relating to academic integrity, experiential education and Faculty Associate Deans. Attends these meetings, summarizes meeting decisions and coordinates follow-up action items.

• Organizes special and social events on behalf of the Vice-Provost as well as the Office of the Provost and Vice-President, Academic. Act as the point of contact for events coordination with UBC Ceremonies and Events, assesses needs of events, makes recommendations for improvement, and monitors and manages budget and expenses. May be required to take lead on making decisions related to event planning and logistics.

• Determines project plans, project scope, timelines, milestones and deliverables for strategic projects within the VPA. Collaborates with senior leadership and other staff in the VPA to conduct needs analysis with stakeholders on projects.

• Reviews, and responds to, on behalf of the Vice-Provost, complex correspondence from internal and external sources such as students, staff, faculty, senior administrators, the external community, government and industry, including investigating complaints.

• Provides general coverage for the team as needed.

• Performs other duties related to the job as required.

Consequence of Error/Judgement
The incumbent is expected to display personal initiative and must exercise sound judgment in all administrative areas; have tact and diplomacy, ensure consistent accuracy in their work, and maintain strict confidentiality. The incumbent must be able to act independently in performing defined duties. The potential for negative impact on the Provost's Office and the university is significant. Errors in judgment or procedure would lead to serious administrative problems and have negative impact on the credibility of the portfolio and reputation of the university.

Supervision Received
Works independently under the direction of the Vice-Provost and Associate Vice-President, Teaching and Learning. Reports to the Executive Assistant to the Provost and Manager, Administrative Support and interacts regularly with the Provost and their team.

Supervision Given
From time to time, may supervise staff and students in the Office of the Vice President Academic.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the 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

Proven administrative experience in a large and complex organization. Administrative experience working at a senior executive level is essential. Knowledge of University policies, procedures, governance and administrative systems preferred. Pro-active and cognizant of conflicting priorities with the ability to advise and direct resolutions.

• Effective organizational, problem-solving, planning and analytical skills.

• Excellent command of the English language. Proficient in the use of English grammar, spelling and punctuation and professional terminology. Ability to compose correspondence and other written materials using clear and concise business English.

• Strong business and financial acumen.

• Ability to effectively use Outlook, MS Word, MS PowerPoint at an advanced level.

• Ability to compile information from a variety of sources and prepare in presentation format.

• Ability to effectively facilitate groups to achieve appropriate outcome.

• Proven ability to communicate professionally and tactfully, both orally and in writing.

• Ability to work independently and cooperatively both within the UBC community and with external stakeholders.

• Ability to effectively manage multiple tasks and priorities.

• Experience in managing projects that involve a variety of stakeholders.

• Ability to maintain accuracy and attention to detail. Ability to exercise judgment, tact, discretion and diplomacy.