Executive Assistant

Job Category

Job Profile

Job Title

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

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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 executive level, confidential management and administrative support to the Vice-Provost and Associate Vice-President, Enrolment and Academic Facilities (Vice-Provost). The position requires a broad and extensive knowledge of the organization and operation of the University and of the Office of the Provost and Vice-President Academic.

In support of the operational function of the academic portfolio of the University, this position works directly with the Provost and Vice-President, Academic and the Deputy Provost and is responsible for managing searches for senior academic administrators including Deans, Principals, Vice-Provosts, Associate Vice-Presidents, and the reappointment/extension of appointment of same. The position will manage periodic reviews of Faculties and Colleges.

The position handles highly confidential and sensitive matters relating to the hiring and onboarding of senior academic administrative appointments, senior university administration and governance, government and the private sector. A clear understanding of the goals of the office of the Provost and the University's priorities is essential.

Work performed at a very high level in a complex and highly confidential environment amongst shifting priorities. The role requires the incumbent to coordinate activities and to communicate with any and all of the senior administrators (Vice- Provosts, Associate Vice-Presidents, Deans, Principals, University Librarian) in the portfolio, as well as the President's Office, Vice-Presidents' Offices, provincial ministerial government staff, faculty, students, staff, and the general public.

Organizational Status
The Provost and Vice-President Academic is responsible for guiding and enhancing the academic mission of the Vancouver campuses. The responsibilities encompass institutional strategic planning and administration of highly complex academic operations with respect to teaching and learning and research initiatives. The Provost is the senior Vice-President and serves as Acting President in the absence of the President. Reporting to the Provost are two Vice-Provosts, an Associate Provost, the Academic Associate Vice-Presidents; 12 Deans of Faculties; two Principals of Colleges; the University Librarian; the Registrar; the Chief Information Officer; and several Executive Directors. Almost two-thirds of the University's faculty and staff indirectly report to the Provost through the institution's organizational structure.

Work Performed

• Strategically manages and oversees the searches, appointments and reappointments of Deans, Principals, University Librarian, Associate Vice-Presidents, and Directors who report to the Provost. Strategically plans projects (searches) in relation to other University priorities and objectives, including Board of Governors meetings. Works directly with candidates and executive search firms to ensure smooth and effective transition to appointment at the university. Oversees the work of the external search consultants to ensure smooth operation of the search processes. Manages the short-list interview process for decanal candidates, including creating complex, confidential and time-sensitive on-site itineraries involving multiple in-person interviews with select Faculty, University and external stakeholder groups over a span of multiple days. Prepares all confidential material for decanal and senior academic administrator appointments for the President's Advisory Committee and for in-camera submission to the UBC Board of Governors. Monitors budgetary expenses for searches and other expenses. Develops and implements administrative policies, procedures and systems related to senior academic administrator appointments and reappointments.

• Manages periodic reviews of Faculties and Colleges in conjunction with an external Review Coordinator

• Responds to queries on behalf of the Vice-Provost, including researching, compiling, analyzing and writing briefs, reports and other materials. Reviews and drafts responses to complex correspondence from internal and external sources such as students, staff, faculty, senior administrators, the external community, government and industry, including answering questions on policies and procedures, making appropriate referrals, synthesizing comments, and investigating complaints.

• Drafts reports for Senate and the Board of Governors.

• Collaborates with the Provost and the Provost's senior leadership team and others on conceptualization and implementation of projects.

• Manages the process for identifying and recognizing University Killam Teaching Prize recipients.

• Coordinates the annual meetings of the Killam Trustees at UBC. Acts as an official liaison between UBC and the Killam Trusts.

• Strategically manages the time, travel and commitments of the Vice-Provost; drafts, composes and edits a wide range of presentations, briefing notes and correspondence for the Vice-Provost.

• Prepares the Vice-Provost's expenses on a regular basis.

• Manages the coordination of office facilities and office financial matters in the absence of the Executive Assistant to the Provost and Manager, Office.

• Liaises with other Vice Presidents' offices and the Office of the President, the Executive Assistants of the Managing Directors within the Vice-President Academic Portfolio, as well as university departments and Faculties, external agencies, and others as required, for the planning of ongoing and special meetings and functions; for example, Enrolment Planning meetings.

• Performs other duties related to the job as required.

Consequence of Error/Judgement

This position requires good judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with the internal or external constituents could have negative impact on the Provost's Office and the University, resulting in legal suits, poor public relations, financial costs, or loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise good independent judgment. Must demonstrate exceptional public relations and interpersonal skills in dealing with the Senate, the Board of Governors, the President's Office, high profile members of the university community, alumni, students, staff and faculty, members of senior administration, and members of the government. Inappropriate or errant communication of sensitive issues could have a serious budgetary impact and have legal implications.

Supervision Received
Works independently under the direction of the Vice-Provost and the Provost. Reports to the Executive Assistant to the Provost and Manager, Administrative Support, and interacts regularly with the Provost and the Provost's leadership team.

Supervision Given
From time to time, may supervise staff and students in the Provost's Office

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three 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

• Experience working with individuals at senior levels and in complex environments, or comparable University or corporate experience.

• Ability to maintain accuracy and attention to detail.

• Ability to accurately maintain appointment calendars, and schedule appropriate appointments.

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

• Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.

• Ability to politely screen calls, direct as appropriate, and take accurate messages.

• Ability to effectively use MS Office at an intermediate level.

• Ability to review, analyze, and synthesize complex information into summaries and reports.

• Ability to prioritize and work effectively under pressure to meet deadlines.

• Ability to communicate effectively verbally and in writing.

• Ability to listen actively and attentively, and obtain clarification as required.

• Ability to make decisions and recommendations involving highly complex issues.

• Ability to make thoughtful, informed, and thorough decisions.

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

• Ability to exercise sound judgment.

• Ability to deal with people in a courteous, calm manner.

• Ability to identify and respond to contentious or politically sensitive issues with discretion.

• Ability to exercise tact and discretion.

• Ability to work effectively independently and in a team environment.

• Ability to explain, assign, and monitor work of search consultants.

• Ability to analyze problems, identify key information and issues, and effectively resolve.

• Ability to locate required information using a variety of methods (e.g., online information sources, manuals, expert sources).