Executive Assistant

Job Summary

The Executive Assistant provides confidential administrative support to the Department Head and the Administrative Manager in the Department of Orthopaedics. The incumbent will be responsible for coordinating all aspects of the Department Head's calendar to support the Head’s clinical, research, and academic obligations. A core responsibility of this role is the end-to-end coordination of multiple high-impact committees and complex academic review processes. In addition, the incumbent will organize staff events and activities, as well as support the organization of Department wide events. The successful candidate will bring a high level of judgement, professionalism and sensitivity in dealing with students, staff, faculty, UBC units, government agencies, vendors and other officials. Thorough knowledge of programs, policies and procedures of the department and University is essential.

As the first point of contact for the Head, the incumbent plays a key role in operational effectiveness and in supporting a welcoming culture to members of the Department and the broader community.

Organizational Status

The Department of Orthopaedics has an international reputation for excellence in teaching, research and patient care. Our mandate is to create knowledge, advance learning, and improve musculoskeletal health at the community, provincial, national, and international levels. The Department consists of seven clinical divisions and a division of orthopaedic research, and is comprised of 200+ academic and clinical faculty who choose to contribute large blocks of their time to increase knowledge in the areas of clinical Orthopaedics, musculoskeletal science as well as applied biomedical engineering. This focus allows the Department to be at the forefront of exciting new developments in the areas of minimally invasive joint replacement, improved bone healing, advanced techniques in spinal surgery, innovative arthroscopic techniques and improved biomaterials and implants.

As a member of the Department of Orthopaedics administrative team, this position reports to the Administrative Manager and receives direction for daily work and new projects and initiatives from the Department Head and Administrative Manager. The incumbent will also work closely with and take direction from the Administrative Coordinator and the HR Coordinator. This position works closely with faculty, research teams, the central administrative team, and senior leadership including division heads, program directors, Dean’s office, and senior University officials. The incumbent will also liaise with external stakeholders such as Health Authorities, hospital administrators, and grant sponsors. The position will be required to work flexible hours on occasion to meet operational requirements.

Work Performed
Executive Assistant (50%)

• Organizes the calendar of the Department Head and the Administrative Manager by performing duties such as scheduling meetings, conferences, and appointments, identifying and communicating high priority requests, and coordinating with other schedules
• Maintains regular communication with the Department Head to ensure their calendar is up to date; required to decline or redirect requests diplomatically and persuasively in complex and sensitive situations, while keeping the Department Head informed.
• Makes travel arrangements including airline, accommodation, visas, ground transportation and itineraries for the Department Head; minimizes the Department Head’s travel time when possible
• Provides administrative support to the Department Head for all research, teaching, scholarly, and clinical activities.
• Prepares the Department Head and Administrative Manager for scheduled meetings by compiling and providing relevant documentation, such as agendas. Coordinates meetings for both leaders, including virtual, hybrid, and in-person arrangements, room bookings, A/V requirements, and catering as needed. Uses appropriate booking platforms in accordance with site and organizational policies and procedures.
• Arranges travel (when necessary) and meetings for visiting scholars / special guests to the department
• Performs financial processing for the Department Head and Administrative Manager, including tracking and processing expenses, invoices, credit card payments, journal vouchers and travel requisitions in a timely manner.
• Screens, sorts, and triages incoming communications, including confidential emails, paper mail, and documents, referring matters for reply, review, or additional information, and prioritizing for the attention of the Department Head or Administrative Manager.
• Provide executive administrative support to Associate Heads for work related travel, expense reimbursements, organizing meetings as directed by the Administrative Manager
• Maintains the Department Head's curriculum vitae and speaking bio.
• Coordinates the Department Head's daily communication, monitors critical timelines and deadlines, and ensures that tasks are completed within the specified timeframe.
• Arranges for a Faculty alternate to review and sign appointment forms and/or grants during Head's absence; notifies appropriate parties of this alternate signing authority.
• Drafts and edits memoranda and reports, and generates and compile statistical data and reports, as needed.
• Drafts correspondence, letters, and other documentation on behalf of the Department Head
• Takes meeting minutes for meetings involving the Department Head, as required.

Administration Support (50%)

• Coordinates multiple complex, high-stakes committees and review processes including but not limited to:
  • Appointments, Reappointments, Promotion, and Tenure (ARPT) committees
  • Annual faculty reviews
  • Division reviews
  • Faculty award nominations processes
  • Faculty recruitment
  • Annual faculty merit reviews
  • Leadership committees

• Acts as the primary procedural contact for the above committees / processes, committee chairs, and members on documentation requirements, timelines, and identifies issues for escalation.
• Coordinates the full lifecycle of committee work, including: establishing timelines, managing communications, collecting and reviewing required documentation, soliciting references, scheduling meetings, resolving scheduling conflicts, ensuring quorum, preparing agendas, taking meeting minutes, and drafting complex correspondence on behalf of the Head, such as recommendation letters.
• Coordinates recruitment process for faculty appointments by providing guidance on interview preparation, preparing and distributing material to the search committee, obtaining commitment letters for externally funded positions, soliciting references, and ensuring procedures meet UBC requirements.
• Coordinates scheduling, documentation, and logistics of Division reviews in collaboration with the Department Head and Administrative Coordinator.
• Completes and retrieves commitment letters for research/scholarship awards, and notifies faculty of deadlines.
• Keeps up-to-date on relevant departmental, faculty, UBC, and funding agency policies; ensures processes are in line with policies.
• Prepares and reconciles budgets for department activities as directed.
• Monitors, maintains account ledgers and updates financial tracking reports on a regular basis for Department Head and Administrative Manager review
• Initiates Workday financial business processes such as preparing internal transfers (e.g. journal vouchers), requests for payment, invoice reconciliation, service contracts arrangement, purchase orders, etc. Works with Administrative Coordinator to carry out financial processing tasks as directed.
• Manages and maintains department academic productivity database by inputting data and tracking metrics from faculty and divisions CVs, annual reports, etc.
• Coordinates monthly staff meetings including scheduling, developing and circulating agendas, taking minutes, and following up on action items to completion.
• Maintains and improves departmental document management systems (physical and electronic), including filing, archiving, records retention, and sharing with appropriate parties. May train or supervise staff and students on filing procedures.
• Develops communication and presentation materials such as slide decks, e-messages, and website materials.
• Trains and provides orientation on office procedures to temporary, new employees, or Work Learn student(s) in the Department when needed. Delegates work to temporary employees or Work Learn student(s).
• Plans, coordinates, assists with special events, department CPD conferences, meetings, retreats, strategic planning meetings, workshops, department/division reviews and holiday parties.
• Provides backup support and coverage when the HR and Administrative Assistant is absent
• Other projects and/or tasks as required by the Department Head and/or Administrative Manager.

Consequence of Error/Judgement

This position works independently under broad direction and work is performed within authorized prescribed limits and/or an approved plan. Exercises independent judgement and initiative in handling sensitive matters of a non-routine nature requiring the interpretation of University and Departmental guidelines, procedures and policies. Errors in maintaining the Head’s calendar and processing documents in a timely and accurate manner can result in obligations not being met or lack of compliance with UBC policies. Lack of tact or confidentiality in communications may result in the unauthorized disclosure of sensitive information and reputational or legal harm to the Department. Meeting deadlines in compiling documentation on faculty recruitment, appointment, reappointment, promotion, and tenure is critical. Failure to meet the deadlines of the Faculty of Medicine and the University’s Senior Appointments Committee (SAC) could result in individuals not being appointed in the University in a timely manner.

Supervision Received

Works independently under the direction of the Department Head and Administrative Manager. Additional direction will be provided by the Administrative Coordinator and HR Coordinator for matters related to their portfolios. Refers complex, unusual, and recurring problems to the Administrative Manager for guidance. Recommends solutions and implements upon approval.

Supervision Given

Trains new staff on work procedures. May oversee the work of students and temporary staff.

Minimum Qualifications
High School graduation, plus 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

Experience: Experience in working at a senior executive level is preferred. Prior work experience in a University, research, education, and/or health care organizational structure is an asset. Knowledge of University policies, procedures, governance and administrative systems is preferred. Effective computer skills, including professional experience with Microsoft suite is required. Experience with videoconferencing and a general aptitude for adopting new technology and software is an asset.

Knowledge, Skills, & Abilities:

• Ability to communicate professionally and effectively verbally and in writing.
• Ability to compose correspondence, reports, presentations, and other written materials using clear, concise business English.
• Ability to be thorough, accurate, and possess a high level of attention to detail.
• Ability to interpret and implement policies and procedures.
• Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings, and schedule the day’s activities appropriately.
• Ability to perform word processing at 60 words per minute and operate a normal range of office equipment.
• Ability to take and transcribe minutes.
• Effective organizational, problem-solving, planning, and analytical skills.
• Ability to efficiently and effectively manage multiple tasks and priorities; project management experience is an asset
• Ability to create and accurately maintain records and filing systems.
• Ability to accurately track and process financial transactions
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to work independently, with minimum supervision, and cooperatively within the UBC community and with external stakeholders.
• Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
• Proven ability in contributing to a productive and supportive workplace.
• Solid judgment and strong ability to maintain confidentiality, tact, and discretion in handling sensitive or confidential issues and in interacting respectfully with internal and external stakeholders.