Support Services Assistant I - Jobs in University of British Columbia (Okanagan campus), BC

Job Description

Staff - UnionJob CategoryBCGEU Okanagan Support StaffJob ProfileBCGEU OK Salaried - Support Services Assistant IJob TitleSupport Services Assistant IDepartmentUBCO | Leadership Team | Deans Office | Faculty of Arts and Social SciencesCompensation Range3,826.00 - $4,389.00 CAD MonthlyPosting End DateMarch 7, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJob SummaryTo provide a wide range of personal and confidential administrative and secretarial support to the Dean, Irving K. Barber Faculty of Arts and Social Sciences (FASS) at the highest level and the Director, Administration and Operations. A thorough knowledge of the organization, programs, policies and procedures of the FASS and of the University as well as the terms of reference of Faculty Council and its standing committees is essential.Organizational StatusThis position reports to the Dean, Irving K. Barber Faculty of Arts and Social Sciences and the Director, Administration and Operations. This position fosters effective working relationships with diverse reporting units within the FASS, including Associate Deans, Department Heads, faculty members, staff and students, as we as other stakeholders, such as other members of the University, external agencies and committees. This position is responsible for responding to inquiries from senior level administrators, including the Deputy Vice Chancellors Office and the Office of the Provost, other facilities, school, research teams and general public on the Deans behalf.Work Performed1. Provides administrative and secretarial services in areas of policy, protocol and procedures forgovernance of the FASS.

• Acts as initial contact for inquiries to the Dean, researches and compiles background information as

required and refers to the appropriate staff for response

• Acts as the liaison between the Deans office and faculty and staff in the FASS and in other academic

and administrative offices

• Plans, organizes and coordinates materials for the perusal of the Dean in preparation for deadlines and meetings

Interfaces with various UBCO committees as well as external government and community agencies

• Assists the Dean in determining project implementation, ensuring all are consistent with the FASS

mission, strategic plans and policies

• Maintains a file of current University and FASS policies and procedures
• Compiles reports, researches background material and assembles preliminary briefs for the Dean
• Communicates and responds to emails, written communication and phone calls on behalf of the Dean,

and screens incoming calls

• Prepares documentation for distribution; opens, sorts and reads incoming mail; responds to general

inquiries and redirects items requiring action to appropriate faculty and/or staff

• Designs and maintains filing system for tracking confidential Deans Office files

2. Assists with the process of Faculty Appointment, Reappointment, Promotion and Tenure by:

• Plans, organizes and coordinates materials for the Deans Advisory Committee on Promotion and

Tenure (DACOPAT)

• Organizes and prepares submissions for the Senior Appointments Committee (SAC)
• Coordinates high level faculty appointment committee meetings by compiling related confidential

materials

• Sets up committee meetings

3. Provides administrative support by:

• Formulates and distributes agenda and applicable materials, including minute taking and associated

tasks

• Assists with various committees
• Coordinates conferences, meetings and special events.

4. Performs other duties as required.Consequence of Error/JudgementThis position requires a high degree of discretion, judgment and initiative. The position works with conflicting and multifaceted demands and is expected to exercise judgment in establishing priorities in the Deans calendar, and carry out tasks through to completion in a timely and attentive manner. Timeliness, diplomacy and the ability to multitask are essential when dealing with complex inquiries, requests of the Deans time and other varied assignments. Inability to manage time effectively and to plan according to deadlines could compromise the workflow of the Dean.The position is also required to exercise initiative, tact and judgment in handling matters that are of a confidential and strategic nature. Release of any information would be a breach of privacy and policy and may have reputational and financial implications to the University.The position is required to interpret University and departmental guidelines, procedures and policies in planning the sequence of duties; the work methods to be employed and the action to be taken. Incorrect or incomplete analysis or interpretation of correspondence, directions or when transcribing minutes could result in decision errors being made. The position must demonstrate excellent interpersonal skills in dealing with a diverse range of offices and organizations. A non-professional demeanor, poor level of service or misinformation may damage image, credibility and reputation of UBC and the Irving K. Barber Faculty of Arts and Social Sciences.Supervision ReceivedThis position works under the direct supervision of the Dean, with general direction and guidance from the Director, Administration and Operations. The incumbent must be highly self-directed, takes initiative and works independently. Direction or task assignments are received from the Dean, but incumbent performs most duties under minimal supervision, occasionally consulting with the Dean with reference to new or complex problems.Supervision GivenNonePreferred QualificationsHigh School graduation plus two (2) years post-secondary education with training in administrative/secretarial practices. Over two years of related experience or an equivalent combination of education and experience if required.Experience in a University setting providing administrative assistance to executives is preferred.Knowledge of University policies and procedures is an asset. Demonstrated ability to establish and maintain effective working relationships with senior administrators, external agencies, faculty, staff and students while exercising tact, ingenuity and resourcefulness. Excellent attention to detail; strong organizational, analytical, problem-solving and planning skills. Ability to adapt to changing priorities, work under pressure and meet deadlines. Ability to exercise initiative, tact and discretion when handling sensitive and/or confidential matters. Highly developed verbal and written communication skills; ability to compose correspondence and prepare reports in clear concise Business English, and to draft complex correspondence for signature. Ability to take and transcribe minutes in confidential, high profile meetings. Thorough, specialized knowledge of University policies, protocols and procedures. Computer proficiency required in MS Word, MS Excel, MS Access, MS Power Point and MS Outlook. Ability to use Internet, web user interfaces and other software as required. Demonstrated ability to function independently without on-going supervision as well as ability to work as a member of a team.Quick Apply

• Terms & Conditions
• New Privacy
• Privacy Center
• Accessibility

For Job Seekers

• Browse Jobs
• Advanced Job Search
• Emplois Quebec

For Employers

• Post a Job

Stay Connected

(function () { var g = function (e, h, f, g) { this.get = function (a) { for ( var a = a + =, c = document.cookie.split(;), b = 0, e = c.length; b < e; b++ ) { for (var d = c[b]; == d.charAt(0); ) d = d.substring(1, d.length); if (0 == d.indexOf(a)) return d.substring(a.length, d.length); } return null; }; this.set = function (a, c) { var b = , b = new Date(); b.setTime(b.getTime() + 6048e5); b = ; expires= + b.toGMTString(); document.cookie = a + = + c + b + ; path=/; ; }; this.check = function () { var a = this.get(f); if (a) a = a.split(:); else if (100 != e) v == h && (e = Math.random() >= e / 100 0 : 100), (a = [h, e, 0]), this.set(f, a.join(:)); else return !0; var c = a[1]; if (100 == c) return !0; switch (a[0]) { case v: return !1; case r: return ( (c = a[2] % Math.floor(100 / c)), a[2]++, this.set(f, a.join(:)), !c ); } return !0; }; this.go = function () { if (this.check()) { var a = document.createElement(script); a.type = text/javascript; a.src = g; document.body && document.body.appendChild(a); } }; this.start = function () { var t = this; complete !== document.readyState window.addEventListener window.addEventListener( load, function () { t.go(); }, !1 ) : window.attachEvent && window.attachEvent(onload, function () { t.go(); }) : t.go(); }; }; try { new g( 100, r, QSI_S_ZN_emko5j2lfGbxDZc, https://znemko5j2lfgbxdzc-indeed.siteintercept.qualtrics.com/SIE/Q_ZID=ZN_emko5j2lfGbxDZc ).start(); } catch (i) {} })();