Head's Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 5 (Gr8)

Job Title

Heads Assistant

Department

Administrative Management Department of Computer Science Faculty of Science

Compensation Range

$4739.00 - $5102.00 CAD Monthly

Posting End Date

July 15 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
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-Heads 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-Heads 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-Heads 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 ones own

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

Preferred Qualifications

Prior experience coordinating a Heads 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.

Required Experience:

Junior IC

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