Assistant to the Head
University of British Columbia
- Vancouver, BC
- $4,739-5,102 per month
- Permanent
- Full-time
Providing confidential senior level administrative support to the Head of the Anthropology Department, the incumbent organizes and completes the administrative tasks of the department, requiring a thorough knowledge of office routines, department functions and UBC policies and procedures. Responsible for maintaining and updating department procedures and processes under the guidance of the Department Head and Administrator, this role alerts and consults with the Department Head and Administrator on routine procedures and complex or unique situations or problems. The incumbent coordinates all human resources processes for faculty members including reappointment, promotion and tenure, merit processes for tenure/tenure-track faculty members, and the recruitment or retirement of new faculty members, in addition to assisting the Administrator with staff appointments where appropriate. This role manages communications and publicity for the department. The incumbent may also oversee the coordination (or organization) of special projects on behalf of the Department Head or Administrator.Organizational Status
Reporting to the Administrator, the incumbent works independently on most tasks, seeking guidance from the Department Head or Administrator with new or complex issues. The incumbent works with faculty, staff, students, and researchers and liaises with numerous University offices including the Dean of Arts Office, Faculty Relations, Human Resources, Arts Finance, Payroll, Arts IT, Arts Communications and UBC Communications and Marketing. This role is responsible for providing orientation and initial training to new faculty, staff and student employees on policies and procedures including safety and privacy matters and supervises at least one student throughout the year.Work Performed
- Provides day-to-day senior level administrative support to the Department Head which includes responding to complex inquiries and providing information of a complex nature on behalf of the Department Head, and composes complex correspondence
- Maintains the Department Head’s schedule and calendar and ensures all materials are prepared in advance of meetings, maintaining bring forward items for the Head. Attends meetings and takes notes as appropriate
- Facilitates set up, and attends Department meetings; initiates calls for agenda items, gathers information, prepares agenda, prepares and supports Zoom, sets up room, AV needs, takes minutes, takes polls (both in person and via Zoom) and tracks follow-up items
- Drafts and edits reports, compiling data and conducting routine research on various topics for the Department Head. Compiles reports utilizing statistics available in Course Evaluation (SEoT) Reports and in the Tableau Server (Arts Reports). Coordinates the process for Department Review, collecting and assembling data, compiling reports, scheduling visits, arranging meetings as directed by the Department Head and Administrator
- Organizes Department special events, such as Imagine Day, graduation receptions, academic launches, end-of-term celebrations, etc. as requested by the Department Head or Administrator and communicates event requirements to appropriate staff for implementation
- Supports the Head with management of the offer process to new Faculty hires, coordinates relocation and ensures appointment process is completed accurately and in a timely manner.
- Schedules and coordinates the Standing Committees on Faculty tenure, promotion and reappointment reviews, preparing required support materials for external reviewers and department committee members. Coordinates the submission of material to the Dean s Office for further review, following through to track progress until final resolution.
- Establishes and maintains Faculty personnel files. Coordinates such confidential processes as merit increases, sabbatical applications and various types of leave.
- Working directly with Administrator, prepares offer letters, submits and tracks appointments for sessional instructors, visiting faculty, and postdoctoral fellows.
- Provides advice and guidance to faculty members and resolves problems relating to Payroll, Human Resources, Faculty Relations, chairs of committees, candidates, department personnel, and the Dean’s Office
- Oversees and updates orientation processes and material for new faculty and staff
- Handles communications for Department, advancing strategies for promotion of the department and departmental accomplishments, within UBC, as well as nationally and internationally
- Oversees and updates all Department digital communications content including the department website homepage and carousel pages, social media accounts and UBC Digital Sign
- Oversees and manages public displays for the Anthropology
- Works with the Department Head and Administrator and liaises with Arts Communications / UBC Communications and Marketing to evaluate, plan, develop, and advance the communications and marketing plan for the Anthropology Department
- Coordinates and works with the Department Head and Administratorto provide input on administrative policies and procedures for the Department
- Provides support to newly hired faculty including the faculty relocation process, working with the faculty member, moving company, Relocations Services, and Payment & Procurement Services
- Assists the Department Head and Administrator to advance the communications and marketing plan by developing content and liaising with Arts Communications/UBC Communications and Marketing
- Assists faculty members with research grant application processes as directed by the Administrator
- Retains Department VISA: makes travel and entertainment purchases on behalf of the department, seeks proper approvals, assigns expenses to correct Worktag, provides monthly reports to the Administrator for review and approval
- Provides mentoring to junior staff and trains them to resolve routine and unique/complex problems
- Works with the Administrator to carry out strategic goals and initiatives to create an effective staff team
- Hires, trains, supervises and evaluates job performance of no less than one Work Learn student
- Compiles and tracks faculty award nominations and successful awards
- Assists Department Faculty Committees as needed
- Performs any other duties related to the requirements of position
The nature of the work demands planning the sequence of duties, the work methods to be employed, and the action to be taken, often on unusual problems. The incumbent requires independent judgment, tact, discretion and initiative, based upon a thorough knowledge of procedures, guidelines and regulations. Errant decisions or communications could have a serious impact on operations and the reputation of the department and University.Supervision Received
Reporting to the Administrator, the individual works independently under broad direction. The Department Head or Administrator may provide direction when assigning new duties, facing an unusual or unique situation, or establishing procedures that might be controversial or have wide-range effects.Supervision Given
The incumbent is responsible for hiring, supervising and evaluating no less than one Work Learn student and mentoring staff. The incumbent also orients new faculty, staff or student employees into departmental routines and procedures.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 inclusionPreferred Qualifications
- Ability to deal with a diversity of people in a calm, courteous and effective manner while adhering to established requirements.
- Demonstrates a high level of confidentiality.
- Thorough knowledge of UBC Human Resources and UBC (BOG) Policies and Procedures guidelines, and ability to navigate Canadian government websites re employment legislation.
- Effectively navigate within UBC Management Systems Portal (Workday) as well as ISIS, Scientia, CMS (Wordpress), Connect, and Workspace. Knowledge of advanced functions in Microsoft Word Office, Outlook, Adobe, Wordpress. Experience with UBC systems – Workday, ISIS, DIDC and Canvas.
- Ability to exercise judgment, tact, discretion and diplomacy, and discretion with confidential material.
- Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters). Ability to accurately create and maintain records. Ability to take and transcribe accurate meeting minutes. Ability to exercise sound judgment. Ability to prepare and adjust schedules to accommodate all requirements. Ability to accurately proofread for spelling, grammar, and punctuation. Ability to identify and correct missing and incomplete data.
- Exceptional interpersonal skills; strong oral and written communication and organizational skills.
- Knowledge of UBC communication procedures, and strong commitment to keep up with best practices.
- Ability to prepare and adjust schedules to accommodate all requirements. Ability to accurately proofread for spelling, grammar, and punctuation. Ability to identify and correct missing and incomplete data. Website design and maintenance skills (Wordpress, HTML)
- Preference given to those with experience and ability to initiate and support safety, health and sustainability. Experience with procedures of Risk Management and WorkSafe BC. Engagement with UBC and wider Sustainability issues and initiatives.
- Ability to work independently with minimal supervision as well as in a team environment.
- Ability to demonstrate initiative and good judgment