Executive Assistant

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

This role is expected to start at Grade 8 Step 1 ($4,739.00 monthly) on the salary scale.

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 Faculty of Pharmaceutical Sciences offers several academic programs including the Entry-to-Practice Doctor of Pharmacy, the Flexible Doctor of Pharmacy, the Bachelor of Pharmaceutical Sciences, the Graduate Diploma in Pharmacy Leadership, the Continuing Pharmacy Professional Development, the Master of Science and the Doctor of Philosophy programs, and is developing a new professional diploma program at the graduate level.

The Office of the Associate Dean, Academic, provides internal leadership to the Faculty on academic affairs; leads activities as they pertain to teaching and learning; oversees standards for admissions and student progress; ensures the curriculum meets the needs of the program and standards of the profession; ensures adherence to University and Faculty policies regarding academic matters; and promotes faculty educational research activities.

This position provides executive administrative support to the Associate Dean, Academic, of the Faculty of Pharmaceutical Sciences and administrative support to the programs of the Academic Portfolio, as needed. Responsibilities include effectively coordinating intensive and demanding schedule and travel arrangements for the Associate Dean, Academic; preparing for meetings, appointments and travel; following up on action items of meetings; facilitating admission processes for the residency program; monitoring progress toward completion of projects and tasks; setting priorities; and researching necessary information in order to assist the Associate Dean, Academic. Based on an understanding of the Academic Portfolio and 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. In support of Academic Portfolio programs, the incumbent will provide secretarial services to various committees and take direction on program-related tasks from Program Managers and other senior staff.

This position requires thorough knowledge of the activities of the Associate Dean, Academic, and the Faculty of Pharmaceutical Sciences. The Executive Assistant to the Associate Dean, Academic must exercise diplomacy, tact, discretion, good judgment, initiative, confidentiality and be able to work independently, as well as collaboratively. Consistent with the Faculty's Code of Conduct, the Faculty is committed to the highest level of professionalism in all interactions.

Organizational Status
The incumbent reports to the Associate Dean, Academic, and takes direction from the Senior Manager, Academic Portfolio and other senior staff. This position interacts regularly with other Associate Deans, Directors, faculty, staff, and students from the Faculty of Pharmaceutical Sciences, as well as other Faculties and units at UBC. This individual is expected to liaise with leaders in health authorities, College of Pharmacists of BC, BC Pharmacy Association, and with key stakeholders across corporate and community pharmacy organizations as well as officials in the other corporate and public sectors.

Work Performed

• Acts as personal and confidential assistant to the Associate Dean, Academic. Organizes a variety of meetings, assembles pertinent documents, and maintains a bring-forward file for the Associate Dean, Academic, as required. Schedules numerous appointments and coordinates meetings. Resolves scheduling conflicts independently and diplomatically, based on established priorities. Books rooms, orders refreshments and audiovisual supports as required. Adapts appropriately to changing requirements and needs in regard to scheduling details.

• Maintains the complexities of the electronic calendar for the Associate Dean, Academic, effectively communicating to ensure that the calendar is up to date and that the Associate Dean, Academic is aware of all items, screening multiple requests for appointments, and exercising tact and discretion in prioritizing requests for appointments.

• Required to decline or redirect requests diplomatically and persuasively in complex and sensitive situations. Uses diplomacy, persuasiveness, and tact in dealing with members of the Faculty, University, Health Authorities, students, the general public, and other internal and external stakeholders.

• Liaises and responds to enquiring on behalf of the Dean's Office. Interacts with external stake holders. Provides reception services for guests, visitors, meeting participants and walk-in inquiries.

• Responsible for complex data research and management, such as, completing environmental scans, conducting research of external programs, calculating the needs for additional instructors and faculty members to contribute to all the academic programs in the Academic Portfolio.

• Providing ongoing support for the tenure and promotion process by collecting and organizing student feedback, peer review data, and other teaching performance evidence, while ensuring timely submission of materials.

• Assisting the Academic Portfolio Senior Manager with very specific, sensitive and complex data management involving the faculty teaching workload process.

• Acts as the first point of contact for highly confidential and sensitive Freedom of Information requests that come through the Associate Dean's office.

• Provides independent and complex executive administrative support by assisting in filling in the gap between the Associate Dean and Program Managers. This involves liaising between the Program Managers and the Associate Dean Academic, participating in the training and onboarding the replacement Program Managers, tracking and sorting student information for course progression and graduation requirements, working with the Office of Educational Technology and Learning Design to resolve any student technology issues, and setting up regular and ad hoc meetings with the Program Managers, Program Directors and the Associate Dean Academic.

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

• Researches, prioritizes, and determines appropriate course of action, referral or response on matters identified by the Associate Dean, Academic, or delegate.

• Prepares and verifies a variety of forms which require the signature of the Associate Dean, Academic.

• Coordinates all travel arrangements for the Associate Dean, Academic, including airline, hotel, visas, and ground transportation. These arrangements are often of a complex nature and require a high level of coordination. Compiles back- up documentation for reimbursement of travel expenses.

• 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.

• Assists in the support of Academic Portfolio programs, under broad direction of program managers, in performing tasks as needed, such as assessment invigilation; performing a script in a practical examination setting; moderating and facilitating online sessions, supporting the admissions to the pharmacy residency program, etc.

• Deals with faculty members, staff, and others in a professional manner on behalf of the Academic Portfolio by e-mail, phone, and in person. Consistent with the Faculty's Code of Conduct, the Faculty is committed to the highest level of professionalism in all interactions.

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

• Arranges and oversees annual Academic Portfolio events and coordinates other special events on behalf of the Associate Dean, Academic or delegate, for example Academic Portfolio program orientation events, Education Forum meetings, annual Portfolio retreats, etc.. Takes direction from portfolio directors, program managers, and/or the Senior Manager, Academic Portfolio with primary responsibility for the event, as appropriate in each instance.

• Independently organizes annual academic portfolio events (conferences, academic retreats, townhalls and holiday celebrations) by preparing and distributing invitations and maintaining attendee records. When a budget is allocated to such events, making independent decisions on spending and strictly adhering to the budget.

• 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.. Enters, edits, and manipulates data in relevant information systems, requiring data manipulation processes of a complex nature including sensitive and confidential student information and/or faculty information. Takes direction from portfolio directors, program managers, and/or the Senior Manager, Academic Portfolio with primary responsibility for the data, as appropriate in each instance.

• Provides relief services to other staff members in support of Academic Portfolio programs and units as required.

• Performs other related tasks as required.

Consequence of Error/Judgement

Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Exercises sound judgment in handling matters of a routine and non-routine nature. Any errors and/or omissions in judgment could seriously undermine the effectiveness of the Associate Dean, Academic.

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 Academic Portfolio, the Associate Dean, Academic, the Faculty, and the University as a whole; or could lead to loss of accreditation, and/or legal consequences.

Supervision Received
The Associate Dean, Academic, and his/her designates will be responsible for the supervision of this position, but the incumbent will be expected to work independently under broad direction; exercise considerable judgment in selecting and interpreting information and reconciling deviations from standard methods; demonstrate a high degree of confidentiality, and work conscientiously on her/his own initiative.

Supervision Given
Formally trains new staff on work procedures, and/or oversees work of students and/or temporary 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

Post-secondary training in administrative/secretarial practices and office procedures and practices. Must have intermediate skills, and a high degree of accuracy and precision, in Microsoft Office programs including Word, Excel, PowerPoint, Teams and Outlook. Strong ability to manage Outlook and related electronic platforms doodle polls, survey tools. Ability to use internet applications and tools at an intermediate level. Ability to type 60 wpm with near-perfect accuracy 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. Additional qualifications include:

• Ability to determine the nature and urgency of inquiries and issues and triage appropriately.

• Ability to take and transcribe minutes.

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

• Demonstrated ability to prioritize work, multi-task and work under pressure to meet deadlines in a complex, fast-paced environment, exercising confidentiality, sensitivity, tact and discretion.

• Ability to plan, schedule and organize a variety of complex events such as retreats, visits by external partners and visiting guest, receptions, and off-site executive-level meetings.

• Ability to develop and maintain cooperative and productive working relationships.

• Ability to deal with a diverse group of people in a calm, courteous and effective manner.

• Ability to work independently and to exercise considerable judgment on a daily basis.

• 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.