Head's Assistant

Job Summary

The Heads’ Assistant provides confidential administrative support to two Department Co-Heads. The incumbent utilizes a high level of judgement, professionalism and sensitivity in dealing with students, staff, faculty, UBC units, government agencies, vendors and other officials. A thorough knowledge of the department programs, policies and procedures of the departments and of the University is essential. This position is also responsible for planning and organizing special projects and events in the department. Responsible for coordinating the flow of information and day-to-day activities of the Co-Head’s office requiring a high degree of flexibility and self-management skills to work in an environment often dealing with conflicting priorities, multiple tasks and deadlines.

Organizational Status
This position works independently with general direction from the Department Co-Heads and the Director, Finance & Administration, while also working closely with the departmental HR Team.

Work Performed

• Responds to telephone, email and in-person inquiries that may be confidential, sensitive or complex in nature; screens and prioritizes incoming correspondence, referring matters for reply and bring forwards to the attention of the Co-Heads and/or Associate Heads; drafts correspondence on behalf of the Co-Heads where appropriate, using a thorough knowledge of the Co-Heads office and the department.
• Organizes and maintains the Department Co-Heads complex appointment calendars. Establishes and prioritizes scheduling of appointments and meetings while exercising judgement and ensures that tasks are completed within the specified timeframe; identifies and communicates high priority requests; coordinates with other schedules and minimizes Co-Head’s travel time where possible; advises the Co-Heads of impending work deadlines for commitments; keeps the Co-Heads informed of a variety of events.
• Coordinates items requiring approval and/or signature by the Co-Heads. Ensures urgent matters are brought to the attention of the Co-Heads as soon as possible. Arranges for alternate signing authorities to review and sign documents during the Co-Heads’ absence and notifies department members of same.
• Provides coordination and administrative support to a variety of departmental committees; compiles agenda items and distributes meeting materials, arranges in person, virtual and hybrid meeting schedules, posts documents as required on committee pages, updates mailing lists and membership/file access on the internal committee pages.
• Oversees the collection and organization of Faculty Activity Reports and CVs which are used for the Merit/PSA review; leads direct follow up with Faculty to ensure materials are received in a timely manner; coordinates, drafts and distributes all necessary documents for the Merit/PSA annual committee review; organizes annual review meetings between Faculty members and the Co-Head/s.
• Coordinates and schedules monthly faculty meetings, retreats, and provides high level executive assistance for external department reviews. Participates in the establishment of timelines and outcomes, preparing and distributing agendas and supporting documents, taking meeting minutes, catering and follows up on identified action items to completion.
• Participates in operational planning, including establishing work schedules and priorities, analysing work processes, identifying areas for improvement in workflow and efficiencies, as well as recommending solutions.
• Drafts and executes correspondence, forms, and other Co-Head’s office documentation from handwritten materials, brief oral instructions or notes, and/or e-mails; prepares and verifies a variety of forms which require the signature of the Co-Head/s; ensures sensitivity and confidentiality in all communications and ensures documents are transmitted and filed according to UBC policies on retention and privacy. Compiles statistical data and creates draft reports as required.
• Coordinates complex faculty reappointment, promotion and tenure reviews; develops and maintains complex spreadsheets tracking reappointment, promotion and tenure schedules; compiles documents and contacts referees for evaluations of candidates; advises the Co-Heads and faculty members on appropriate processes per the SAC Guide and Collective Agreement; arranges faculty standing committee meetings, facilitates the voting process, ensures quorum is met, and records voting outcomes related to faculty appointments, reappointments, promotions, and tenure decisions.
• Responsible for the activities of the Peer Evaluation Committee. Coordinates meeting schedules; books meeting space; confirms meeting schedule; records meetings; circulates agenda and follows up on action items; prepares summary reports, charts and graphs, compiles data for teaching reports; keeps electronic and/or hard copy records of teaching and peer evaluations; creates summaries of student comments from evaluations; provides other requested documentation from faculty files and CVs to assist committee chair in the preparation of Teaching Reports. Maintains peer evaluation schedule of classroom visits.
• Performs other duties related to the position and consistent with the scope and classification of position.

Consequence of Error/Judgement
The incumbent is expected to exercise judgement in establishing priorities and carrying tasks through to completion in a timely manner. Exercises sound judgement in handling matters of a routine and non-routine nature. Any errors and/or omissions in judgement could seriously undermine the effectiveness of the Co-Heads. This position has access to highly confidential information, including information about staff and faculty personnel matters. Tact and discretion in dealing with confidential and sensitive matters is essential. Errors in performance by the incumbent could lead to very serious damage to the reputation of the Co-Heads, the department, the Faculty of Science and the University as a whole, or could leave to loss of revenue and/or legal consequences.

Supervision Received
Works independently with administrative direction as needed. Able to set own priorities. Expected to manage and resolve problems as they arise and use effective judgement in implementing solutions. Refers unusual problems to the Director, Finance & Administration and/or the Manager, Human Resources.

Supervision Given
May explain work procedures to new and 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

Prior experience coordinating a Head's office is an asset.

Communication

• Ability to communicate effectively, verbally and in writing.
• Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.
• Ability to select the most effective communication method for a situation.
• Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
• Ability to accurately proofread for spelling, grammar, and punctuation.

Organization and Time Management

• Ability to effectively manage multiple tasks and priorities.
• Ability to prioritize work to meet deadlines.
• Ability to gather, record, and organize information.
• Ability to create and accurately maintain record and filing systems.

Analysis and Problem Solving

• Ability to comprehend and synthesize complex information and technical material.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to be thorough, accurate, and have a high level of attention to detail.

Judgement and Decision Making

• Ability to source, understand and apply policies, procedures, and applicable collective agreements.
• Ability to listen actively and attentively, and obtain clarification as required.
• Ability to exercise sound judgment by making thoughtful and informed decisions.

Professionalism and Diplomacy

• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to approach interactions with an awareness of sensitive issues (e.g., cultural differences, personal information, etc.).
• Ability to exercise tact and discretion.

Teamwork

• Ability to work both independently and in a team environment.
• Ability to develop and maintain cooperative and productive working relationships.

Technical Skills

• Ability to use Microsoft Office programs (e.g., Outlook, Excel, Teams, etc.) effectively.