Assistant to the Head

Job Responsibility: Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant II Job Title Assistant to the Head Department UBCO | Administrative Support | Departments of CMPS & EEGS | Irving K. Barber Faculty of Science Compensation Range $4,695.00 - $5,385.00 CAD Monthly Posting End Date August 14, 2024 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date 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 will provide student, faculty, and financial related administrative support to the Department Head, faculty, and staff in the Department of Computer Sciences, Mathematics, Physics, and Statistics. This position exercises initiative and judgment to assess and respond to issues and to resolve administrative problems, works effectively using database and web-based programs, and performs general routine office procedures. Organizational Status This position reports to the Department Head for day-to-day activities related to administrative support, and to the Department Manager with regards to conditions of employment and University, Faculty, and Departmental policies and procedures. This position interacts with students, staff, faculty members, Enrolment Services, Student Development and Advising, Human Resources, Finance Operations, Facilities Management, and other faculties and schools administration. Work Performed Provides administrative support to Department Head:

• Screens and deals with requests for meetings with the Department Head; exercises tact and discretion in prioritizing requests for complex and sensitive situations; determines which matters require urgent attention and responds appropriately or refers to the Department Head and/or the Department Manager as necessary.
• Triages, redirects, and tracks the Department Head's incoming and outgoing paper and email.
• Schedules appointments and meetings using Microsoft Outlook, books room and arranges catering as required; screens requests for appointments; arranges phone, teleconference, and zoom calls; and adapts appropriately to changing requirements and needs.
• Attends meetings and take minutes as instructed by the Head.
• Assists with organizing seminars, workshops, conferences, guest speakers, and other events, including booking facilities, arranging catering, arranging travel, organizing material, expenditures, and registrations for such events.
• Responds to inquiries from students, faculty members, staff, other UBC departments, and the general public.
• Coordinates the faculty peer evaluation of teaching process.
• Assists with the appointment, reappointment, tenure, and promotion (ARPT) process:

Attends ARPT committee meetings as directed by the Head Maintains related confidential faculty dossiers Sends requests to external reviewers Collects and formats data from the Students Experience of Instruction (SEoI) surveys Monitors timeline and reviews packages for completeness

• Assists with the annual Department budgeting process:

Gathers information from department members and other sources Attends budget meetings Coordinates the monthly and year-end tracking and reconciliation of Departmental expenditures for Head's review

• Assists with the departmental financial processes:

Initiates and processes requisitions for payment/expenses. Reconciles a department VISA card Reconciles financial expenses for students, staff, or faculty, if delegated by that individual.

• Assists with the recruitment of new Faculty hires:

Maintains advertisements Posts advertisements on external sites Collects relevant documents and ensure distribution to committee members Maintains long and short lists of candidates Coordinates interviews (makes travel arrangements, schedules interviews and presentations, etc.) Sends regret letters on behalf of the Head

• Assists with the annual review process:

Compiles submissions for the merit and progress through the rank (PSA) review process Prepares spreadsheets for reviewers Collects rankings and summarize data for the Head Sets up annual meetings with pre-tenure faculty members

• Assists in the external department review process:

Collects data from various sources and helps with self-study document Monitors timelines

• Collects study leave applications and maintains the department's records.
• Maintains a list of all faculty assigned to departmental committees and services.
• Maintains a spreadsheet for the faculty departmental service assignments.
• Assists Head in processing student appeals and forwards the decisions to relevant university administration as directed by the Head.
• Works with Head and staff to maintain departmental electronic records and files.
• Schedules department meetings, takes and distributes minutes, prepares and distributes meeting agenda, maintains meeting files, coordinates, assembles and maintains a "bring forward" system to follow up on correspondence, meetings, and deadlines.
• Acts as the secondary assistant for the department's education plan, timetabling, and scheduling processes. These may include input of the education plan into the Web Data Collector (WDC) for the Winter and Summer Sessions and preparing student registration reports for Head's review.
• Performs other related duties as required. These may include vacation and leave backup support for equal administrative positions in the Department of Computer Sciences, Mathematics, Physics, and Statistics.

Consequence of Error/Judgement This position has access to confidential correspondence, final exams, financial records, and personal information for students, staff, and faculty. Poor judgement or errors in processing confidential materials and correspondences could have adverse effects on the operations of the department as well as for students, staff, and faculty. Access to this wide range of information requires the employee to exercise judgment in maintaining the confidentiality of the information. A breach of privacy and policy may have serious financial implications to the University. The successful candidate must be able to exercise a great deal of judgment and initiative in dealing with administrative matters where there are no established policies, procedures, or guidelines. Supervision Received This position works under the direct supervision of the Department Head, with general direction and guidance from the Department Manager, and is expected to take initiative, problem-solve, determine course of action, and follow through independently as appropriate. Supervision Given This position is not responsible for the supervision of others. Minimum Qualifications

• Completion of two (2) year post-secondary education.
• Over four (4) 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

• Intermediate proficiency in MS Office software which includes Word, Excel, Outlook, and PowerPoint. Knowledge of Adobe Acrobat Pro and Qualtrics.
• Experience in a university setting providing administrative assistance to executives.
• Knowledge of University policies and procedures.
• Able to maintain accuracy and demonstrate a keen attention to detail.
• Excellent oral and written communication skills.
• Able to effectively manage multiple tasks and priorities.
• Excellent organizational skills.
• Able to ensure efficient records management procedures and practices.
• Able to take and transcribe accurate minutes.
• Able to prioritize work, multi-task, and work under pressure to meet deadlines in a hectic environment.
• Able to deal with a diversity of people in a calm, courteous, and effective manner.
• Able to exercise confidentiality, sensitivity, tact, and discretion.
• Able to work both independently and within a team environment.