Executive Assistant to the VP Health and Dean, Faculty of Medicine

Job Summary

This position provides executive support to the VP Health and Dean, Faculty of Medicine. The role is responsible for the strategic management of the VP Health and Dean s calendar and commitments, communications and the coordination of responses, travel, and is also responsible for the completion of a variety of projects related to the efficient administration and organization of administrative support.

The Executive Assistant is the primary contact for the VP Health and Dean of Medicine, liaising with the University community, including the Office of the President, the Offices of the Deans, the other offices of UBC Vice Presidents and senior administrators and constituents external to the University, including various health authorities, government ministries and regulatory bodies. The Executive Assistant must be able to foster effective working relationships with the reporting units within the portfolio, across campuses, the University community and external partners. This position handles highly confidential and sensitive matters on behalf of the Dean.

Organizational Status

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world. Since 1915, UBC’s entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning. At UBC, bold thinking is given a place to develop into ideas that can change the world.

Our Vision: To Transform Health for Everyone

Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty of Medicine —comprised of approximately 2,600 administrative support, technical/research and management and professional staff, as well approximately 620 full-time academic and over 14,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, 3 schools, and 26 research centres and institutes. Together with its University and Health Authority partners, the Faculty of Medicine delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

The UBC Vancouver Campus is located on the traditional, ancestral, and unceded territory of the xʷməθkʷəy̓əm (Musqueam) people. The City of Vancouver is located on Musqueam, Squamish, and Tsleil-Waututh First Nations territory.

Reports to the VP Health and the Dean, of Medicine, with dotted line reporting to the Senior Director, Strategic Initiatives and Office of the Dean.

This position liaises with the Office of the President, the UBC Board of Governors, the offices of other UBC Vice Presidents, Directors and staff within the VP Health and Dean of Medicine Portfolio and others as required.

Work Performed

• Strategically analyzes and manages the time and commitments of the VP Health and Dean of Medicine; assesses requests for meetings to ensure they meet the VP Health and Dean of Medicine s goals and objectives; exercises judgment as to the best use of time. Alerts the VP Health and Dean of Medicine and the Senior Director Office of the Dean & Strategic Initiatives and advises on conflicting priorities and recommends alternatives.
• Evaluates the urgency and priority of items and requests as they come to the VP Health and the Dean, handling them as appropriate; ensures that all requests are resolved or routed appropriately and expeditiously.
• Evaluates and prioritizes the Dean s correspondence. Triages or responds on the VP Health and Dean of Medicine s behalf as appropriate to requests. Ensures requests for information from the VP Health and Dean of Medicine to others are appropriately tracked to completion.
• Provides high-level document management, including drafting, editing, formatting and proofreading of documents, document storage and archival. Drafts complex documentation on behalf of the VP Health and Dean of Medicine to both internal and external stakeholders.
• Provides leadership in problem-solving, project planning and management; development and execution of identified goals, priorities, and objectives.
  Advises and works on long-range planning, strategic initiatives and issues management.
• Independently researches, prioritizes and follows up on multiple incoming issues and concerns identified by the Dean and Senior Advisor, including those of a sensitive and/or confidential nature; determines appropriate course of action, referral and/or response.
• Develops approaches to address highlight sensitive issues, liaises with senior leadership on these issues, and drafts responses and correspondence.
• Performs research and analysis on specific issues as required, and independently prepares non-routine letters and or reports, which may be highly sensitive and confidential in nature. Develops analyses, prepares and reviews briefing notes and plans for the Dean for speeches, presentations, articles, reports and media interviews.
• Effectively communicates with the Office of the President, the UBC Board of Governors, the other offices of UBC Vice Presidents, Deans and Deans offices, health authorities, government offices and external consultants.
• Serves as the primary contact for external organizations and agencies; communicates on behalf of the Dean as directed; may accompany the Dean to meetings and events.
• Develops, recommends, and provides oversight on the implementation of internal communication and operational tools and business processes to address the new and evolving needs of the Office of the Dean.
• Independently researches, prioritizes, and follows up on multiple issues and concerns identified by the Manager, Administrative Support, Senior Advisor or Dean.
• Researches, synthesizes, and compiles information from a variety of sources into reports and summaries to be used the Manager, Administrative Support, Senior Advisor or Dean. Composes and edits the Dean’s reports and presentations, and exercises discretion as to content. This includes reports for UBC Executive and the Board of Governors.
• In collaboration with the Executive Director, Communications, designs and implements effective methods of communication and dissemination of information within the Faculty, the university and to external parties.
• Develops, delivers, and implements special projects as assigned by the Manager, Administrative Support, Senior Advisor or Dean, FoM
• Develops and maintains an active network of internal and external contacts.
• Researches, prioritizes and determines the appropriate course of action, referral, or response on a variety of complex matters.
• Performs other related duties as required.

Consequence of Error/Judgement

This position requires judgment, tact, discretion and initiative. The positions exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes where deemed appropriate.

Supervision Received

This position works independently under the direction of the VP Health and Dean of Medicine, and Senior Advisor, VP Health and Dean of Medicine. They report operationally to the Manager, Executive Operations and Administration.

Supervision Given

None.

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

• Administrative and management experience working at a senior executive level is preferred.
• Proven administrative experience in a large and complex organization.
• 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 effectively facilitate groups to achieve appropriate outcome.
• Proven ability to communicate professionally and tactfully, both orally and in writing.
• Ability to compose correspondence and other written materials using clear and concise business English.
• Ability to work independently and cooperatively both within the UBC community and with external stakeholders.
• Ability to effectively manage multiple tasks and priorities.
  Demonstrated ability and experience to work effectively with representatives from both the public and private sectors.
• 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.