Administrative Assistant & Office Coordinator

Job Summary

This position provides senior administrative and secretarial support to three Associate Deans: Associate Dean, Research & Partnerships; Associate Dean Graduate & Postdoctoral Studies; and Associate Dean, Faculty & Inclusion. Key responsibilities include schedule and calendar management, meeting and events coordination, and travel arrangement. The role oversees various administrative processes under the Associate Deans’ portfolios, including the administration of award programs and the planning of both recurring and special events. This position also serves as the office coordinator, managing office equipment and supplies and acting as the health and safety workplace representative. As the first point of contact at the Dean’s office front desk, the incumbent represents the Faculty of Science by welcoming visitors, responding to inquiries, and directing individuals as needed.

Organizational Status
Reports to the Senior Manager, Academic Initiatives and Administration, and receives functional direction from the Associate Deans. Works closely with the leadership team and the other personnel in the Dean's Office. The position liaises with Heads, faculty, staff and students from all areas of the University, as well as external agencies.

Work Performed

Administrative and Secretarial Support to Associate Deans

• Provides senior administrative support to the Associate Deans, including managing their appointment scheduling and Outlook calendars, preparing documentation such as briefing notes and agendas, organizing meetings and events, and making travel and accommodation arrangements.
• Compiles data, designs and creates spreadsheets, and handles financial reimbursement and credit card reconciliation for Associate Deans.
• Coordinates the Faculty of Science nomination process for the annual Governor General Gold Medal and the submission to the Faculty of Graduate and Postdoctoral Studies.
• Manages the entire application, adjudication, and payment process for the Postdoctoral Fellows Travel Awards for the Faculty of Science three times a year.
• Organizes the nomination process of the annual Killam Postdoctoral Fellow Research Prizes and Banting Postdoctoral Fellowship Program competition for the Dean’s Office.
• Coordinates the annual Killam Research Prizes nominations for the Faculty of Science.
• Compiles information on Science faculty award recipients and maintains a database of research awards granted to Science faculty members. Makes regular submissions on recent faculty award winners to the Board of Governors.
• Coordinates Science faculty departmental search committee EDI orientations and certification meetings.
• Coordinates logistics for the Vivien Srivastava Career Mentoring Workshop and related events, including arranging honoraria for speakers, reimbursements for expenses, catering and room bookings.
• Coordinates the Vivien Srivastava child-care stipend, including setting up the application process, collating receipts and documents, and scheduling the adjudication committee.
• Organizes special events such as Women in Science annual luncheon, Dean’s Office staff events, and advisory committee meetings.
• Assists with various outreach activities, special projects and initiatives.

Office Administration

• Provides primary reception and contact point for the Dean’s office. Receives and directs visitors to the Dean's Office. Trains other admin staff on front desk procedures for back up coverage.
• Coordinates use of office equipment; submits photocopier meter reads, troubleshoots photocopier issues and coordinates repairs. Maintains, researches and orders office equipment and supplies.
• Oversees incoming and outgoing mail and parcels delivery.
• Liaises with Building Services Manager and coordinates facilities maintenance requests.
• Serves as Dean’s office worker representative to the Earth Sciences Building safety committee and as floor warden and first aid contact. Provides safety orientation to new hires in Dean’s office as part of onboarding process.
• Maintains various contact lists for the Dean's Office.
• Coordinates access to the Dean’s Office through the UBC Access Control Management System.
• Submits Key Requests for the Dean’s Office.
• Designated as the backup to the Dean’s Admin Assistant during periods of absence.
• Acts as back-up for the Special Occasion License Applications and Dean’s Office Voice Systems Administrator.
• Performs other related duties, as required.

Consequence of Error/Judgement
Work requires judgment, initiative, attention to detail and high standards. Works with conflicting demands and exercises judgment in establishing priorities and carrying work through to completion in a timely manner. Tact and discretion in dealing with confidential and sensitive matters is essential. Errors in judgment will reflect negatively on the Dean's Office and UBC; if inaccurate information is dispensed or confidentiality is mishandled or breached, the reputation of the university may be affected.

Supervision Received
The position reports to the Sr. Manager Academic Initiatives and Administration with functional direction coming from the Associate Deans in conjunction with Assistant Deans. Faculty Affairs and Project Manager oversees admin staff coverage in the office.

Supervision Given
Explains work and safety procedures to new or inexperienced 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

• Relevant UBC senior administrative experience preferred. Knowledge of university policies and procedures an asset.
• Must have intermediate skills in Microsoft Office programs including Word, Excel and PowerPoint, and online systems applications.
• Excellent organizational skills, and ability to effectively manage multiple tasks and priorities.
• Ability to listen actively, respond appropriately to inquiries, and make appropriate referrals.
• Ability to communicate effectively verbally and in writing and compose professional business correspondence and other written materials.
• Ability to deal with a diversity of stakeholders in a calm, courteous, and effective manner.
• Ability to work independently and to exercise considerable judgment and discretion in handling matters of a non-routine nature on a daily basis.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to maintain accuracy and attention to detail.
• Ability to work effectively independently and in a team environment.
• Ability to operate a normal range of office equipment and handle the physical set up of meeting rooms including catering, table arrangements, A/V equipment.