Assistant to Head

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Assistant to Head

Department

Administration & Operations Department of Curriculum and Pedagogy Faculty of Education

Compensation Range

$4739.00 - $5102.00 CAD Monthly

Posting End Date

July 12 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Ongoing

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 administrative support to the Department Head responsible for coordinating the Heads schedules organizing meetings chaired by the Head supporting the faculty ARPT processes and faculty searches overseeing visiting appointments coordinating seminar conferences and special events and preparing reports and compiling statistical data of a complex nature for the Head as needed. This position also provides HR processing support to the Administrative Manager.

This position assists with the Departments communications including basic website content updates and is responsible for coordinating the flow of information ensuring accurate and timely delivery of administrative services for the Heads office.

The incumbent requires thorough knowledge of the activities of the Department Head and the objectives of the Department and requires a high degree of diplomacy tact good judgment initiative confidentiality and professionalism is expected.

ORGANIZATIONAL STATUS:
This position reports to the Administrative Manager and works with the Head on a daily basis. Works closely with the Heads Advisory Committee. Interacts with faculty members staff and students in the Department and with the Faculty of Education Marketing and Communications Office regularly. Contacts other Faculties and service units on campus or external organizations on behalf of the Head as required.

EDCP is one of the five academic units in the Faculty of Education with 36 full-time faculty and Lecturers 40 term faculty and approximately 500 graduate students.

WORK PERFORMED:
EXECUTIVE SUPPORT TO THE HEAD
Acts as personal and confidential executive assistant to the Head screens all incoming materials; referring matters for reply or additional information and prioritizing for the attention of the Head. Maintains the Department Heads complex appointment calendar to maximize efficient and effective use of Heads time. Organizes and supports in-person and virtual meetings hosted by the Head (including room booking virtual meeting link set-up). Makes complex travel arrangements. Advises the Head of impending work deadlines for internal commitments. Keeps the Head informed of a variety of events. Responds to oral and written requests; screens requests and enquiries; determines priorities. Utilizes a thorough knowledge of the Department and strong communication and interpersonal skills to respond effectively which requires judgment and initiative when responding to information requests. Uses tact and discretion when gathering/sharing confidential and/or sensitive information.

Provides coordination and administrative support for various senior departmental committees and meetings including the Departmental Meetings Heads Advisory Committee Departmental Personnel Standing Committee Merit Committee Search Committees and ad hoc group meetings by compiling and distributing meeting agendas and various materials doing topic search taking and transcribing minutes following up with committee members on action items and coordinating the implementation of the committees decisions as required.

FACULTY SEARCHES

Coordinates the faculty searches in the Department. Supports faculty search committees. Interprets and coordinates the implementation of university and Faculty policies and procedures. Maintains ongoing awareness of university policy and procedural changes pertaining to search processes and brings changes to the attention of the Head and Chair of the Search Committee.

Coordinates campus visits by shortlisted candidates in faculty searches. Acts as point person for all candidates during their visits. Working closely with the Head and Chair of the Search Committee as well as the Deans office to coordinate the itinerary accommodation transportation presentations collection of feedback from the community and other related arrangements.

APPOINTMENT REAPPOINTMENT PROMOTION AND TENURE (APRT) PROCESS
Coordinates the ARPT processes in the Department. Schedules the Departmental Standing Personnel Committee (DSPC) meetings and ensures that DSPC members are provided with required materials prior to meeting dates. Keeps track and follows through on action items. Interprets and coordinates the implementation of university and Faculty policies and procedures. Maintains ongoing awareness of university policy and procedural changes pertaining to the ARPT processes and brings changes to the attention of the Head and the Committee as needed.

MERIT PROCESS

Collects annual summary of activities from faculty members; provides coordination and administrative support for the Merit Committee and the Head.

EVENT SUPPORT
Working with the Administrative Manager plans and coordinates monthly departmental seminars including corresponding with hosts and speakers preparing materials arranging venue tape recording catering and advertising.

Provides support for conferences including setting up e-payment to collect payments online and providing conference registration updates to organizers.

Assists the Administrative Manager in planning and coordinating special events meetings retreats strategic planning meetings and workshops for the Department and provides high-level executive assistance for external departmental reviews. Selects and books venue arranges catering audiovisual equipment prepares and distributes programs and materials.

COMMUNICATIONS SUPPORT

Liaises with the Facultys Marketing & Communication Office to support the Departments communications needs.

Researches generates coordinates proofreads and edits content for communication media including web communications and digital signage. Updates the departments website content ensuring information accuracy.

GENERAL ADMINISTRATIVE SUPPORT

• Responds to telephone email and in-person inquiries that may be confidential sensitive or complex in nature and provides information in a professional and tactful manner.
• Drafts edits and formats reports statistics letters slides ensuring a high standard of accuracy and presentation quality throughout.
• Works with the Head and the Department leadership team in the development improvement and implementation of practices policies procedures to ensure the effective and efficient administration of the unit. Ensures that proper workflow and systems are implemented and consistently followed.
• Updates the departmental policies and guidelines handbook annually.
• Coordinates teaching award nominations.
• Coordinates the annual DSPC and Merit Committee elections.
• Maintains faculty personnel files including a bring-forward system for items needing follow-up actions including promotion and tenure documentation periodic reviews requests for information for promotion packages and others.
• Responsible for all aspects of the departments visiting appointments including facilitating adjudication of applications processing HR appointments and providing on-going administrative support during their visits.
• Supports the Administrative Manager in processing appointments in Workday as required.
• Designs and maintains complex relational databases on appointments of faculty sessional lecturers staff and graduate students for statistical and record-keeping purposes; trains other staff on use of Access Database.
• Establishes and maintains consistent electronic and physical filing systems for HR records to ensure complete and accurate record keeping for the Department. Duties include creating archiving and culling digital and paper files managing records of confidential faculty personnel files and ensuring that all files are kept up to date in full compliance with UBC policies and procedures.
• Assists with special projects and performs other related duties as required.
  
  

CONSEQUENCE OF ERROR/JUDGEMENT:
Work is performed independently under broad direction. This position requires a high degree of confidentiality diplomacy and accuracy. The Department Head relies on the accurate and timely scheduling of meetings appointments and travel arrangements. Failure to perform duties in an accurate and timely manner could result in monetary losses to the department and could adversely affect faculty promotion and tenure processes. The position is expected to work in accordance with recognized UBC communications standardsand initiatives to maintain consistency. Errors in performance of this role compromise the Department and Facultys ability to communicate with its students faculty alumni and staff. Errors in judgment and accuracy can also seriously impact credibility throughout the university and beyond affecting the image and reputation of individuals and the Faculty.

SUPERVISION RECEIVED:
Reports to the Administrative Manager. Works independently with administrative direction as needed. Expected to resolve problems as they arise and use effective judgement in implementing solutions. Refers problems especially if recurring or ongoing to the Administrative Manager for direction. May recommend solutions and implement upon approval.

SUPERVISION GIVEN:
Oversees and directs work of employees in lower classification and has input into staff selection and performance evaluation of employees. Formally trains new staff on work procedures and oversees work of students 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 ones own

- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

High School graduation and two-year post-secondary diploma.4 years related experience or the equivalent combination of education and experience. Ability to effectively use MS Office including Outlook Word Excel and PowerPoint.

• Excellent communication skills both written and verbal.
• Strong organizational interpersonal and analytical skills.
• Ability to be thorough accurate and have a high level of attention to detail.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to actively listen and probe for information to clarify complex requests.
• Provides interpretation of a complex nature.
• Ability to work with people in a high stress environment.
• Ability to effectively deal with people at all levels with tact discretion diplomacy and understanding.
• Ability to maintain confidentiality and protect sensitive information.
• Ability to effectively manage multiple tasks and priorities.
• Ability to anticipate problems and issues and plan ahead.
• Ability to provide training and instruction of a routine nature in areas of expertise.
• Ability to effectively use spreadsheet database and scheduling applicationsat an advanced level.
• Ability to take and transcribe accurate meeting minutes.
• Ability to compose complex correspondence and reports.
• Ability to work effectively independently and in a team environment.
  

Required Experience:

IC

Employment Type : Full-Time
Experience: years
Vacancy: 1
Monthly Salary Salary: 4739 - 5102