The Executive Assistant provides complex and confidential secretarial support to the Department Head. The incumbent also provides administrative and financial support to the Administrator and other members of the Department of Occupational Science and Occupational Therapy (OSOT). The complex and competing nature of the responsibilities involved requires a highly organized individual who can set priorities effectively, performs duties efficiently, can work independently but collaboratively in a team environment, and possesses a strong sense of initiative and decision-making to investigate and resolve complex and/or unusual issues. The incumbent has regular contact with members of national and international organizations, academic institutions, government agencies, health authorities, and the UBC community (including senior academic and administrative leaders, faculty, staff, students, and visitors). This position requires effective communication skills and a high level of diplomacy, tact, discretion, confidentiality, judgment, and professionalism in developing and maintaining strong relationships with senior academic, administrative, and community leaders.

Organizational Status

The Executive Assistant reports to the Administrator. The incumbent receives direction from the Department Head and the Administrator, and works with other members OSOT

Work Performed

• Performs complex administrative and confidential secretarial functions for the Department Head

• Provides administrative and financial support to the Administrator

• Screens and reviews incoming inquiries and requests for meetings with the Department Head and determines suitable course of action by responding to request directly or forwarding to the appropriate person. Exercises diplomacy, persuasiveness, tact, and strong communication skills in dealing with requests.

• 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.

• Organizes and maintains the demanding calendar of the Department Head, schedules meetings by optimizing utilization of available time, identifies and prioritizes requests, negotiates and resolves scheduling conflicts, and books meeting resources as needed.

• Makes conference and business travel arrangements for the faculty of OSOT

• Provides administrative support to meetings of the Departmental Affairs Committee, Clinical Faculty Affairs Committee, Appointments, Reappointments and Promotions Committee and other standing committees by compiling and distributing meeting agendas and various materials, attending meetings, taking and transcribing minutes, and following up with committee members on action items.

• Plans for and organizes a number of standing committee and ad hoc group meetings by coordinating with various schedules, booking meeting rooms and conferencing equipment, and arranging for catering as required.

• Creates and actively maintains various databases of internal and external contacts.

• Coordinates the Clinical Faculty Appointment process, using EPAF as well as maintaining paper and electronic files.

• Prepares professional correspondence, memoranda, reports, and other documents using information compiled from various sources, and distributes them on behalf of the Department Head

• Screens information received from various UBC and external sources, and distributes to contacts as appropriate.

• Creates and maintains paper and electronic files

• Prepares accurate financial reconciliations of Amex Travel cards, P-Cards, and UBC Visa cards in a timely manner.

• Prepares travel and business expense reimbursements, invoices, journal vouchers, financial requisitions, and basic reconciliations of expenses against approved budgets. Works closely with the Administrator on complex or unusual anomalies.

• Orders and maintains an inventory of materials, supplies and other consumables.

• Takes a proactive approach in the efficient operation and upkeep of the office and general equipment by identifying and resolving deficiencies accordingly, and escalating complex issues to the Administrator.

• Assists in the maintenance of various records management systems by purging, packaging and archiving files as needed.

• Performs other related duties consistent with the job qualifications and classification.

Consequence of Error/Judgement

This position handles sensitive and confidential matters, and requires judgment, tact, discretion, and initiative to an outstanding degree. The complex nature of the work requires independent planning of the sequence of duties, the work methods to be employed, and the actions to be taken. The incumbent will apply knowledge of policies, procedures and guidelines to make well-informed decisions. A considerable amount of logistical decision-making and priority-setting is left to the discretion of the incumbent. Errors in performance or indiscretions in judgment can have negative impact on the Department and the University, and may result in legal action, negative public relations, financial repercussions, and loss of credibility.

Supervision Received

Reports to the Administrator. Receives direction from the Department Head and the Administrator.

Works independently under broad direction and with minimal supervision. Exercises independent judgment and initiative in prioritizing and completing tasks. Has wide latitude, within authorized prescribed limits, in assessing and resolving problems. Job functions are generally governed by broad instructions, objectives and policies, usually involving frequently changing conditions and competing priorities. Consults with supervisor on complex policy matters or unusual situations.

Supervision Given

Not required to supervise. May provide training and guidance to temporary staff or student workers.

Preferred Qualifications

High School graduation and two year post-secondary diploma.Formal training in secretarial and office procedures and practices an asset.4 years related experience or the equivalent combination of education and experience.Related experience must include three years of relevant experience at UBC, preferably in an assistant role directly supporting senior members of a unit. Experience in a health or human services environment preferred. Knowledge of University polices and procedures an asset.

Excellent communication and interpersonal skills. High level of diplomacy, tact, discretion, confidentiality, judgment, and professionalism. Effective organizational and priority-setting skills. Ability to work effectively under pressure and meet deadlines. High degree of accuracy and attention to detail. Ability to accurately maintain appointment calendars, and schedule appropriate appointments. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to investigate and resolve issues of a complex nature. Ability to exercise initiative and make well-informed decisions. Ability to work independently with minimal supervision but collaboratively in a team environment. Ability to develop and maintain cooperative and productive working relationships. Ability to take and transcribe accurate meeting minutes. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to type 60 w.p.m. Ability to effectively use Microsoft Office (e.g. Outlook, Word, Excel, PowerPoint), databases, web browsers, scheduling software, videoconferencing applications (e.g. Skype), and electronic surveys (e.g. Doodle) at an intermediate level. Ability to create and accurately maintain paper and electronic records and filing systems. Experience with operating standard office and teleconferencing equipment. Familiarity with UBC s financial systems and processes (e.g. FMS, OPT, SmartForms, requisitions, journal vouchers, etc.) preferred.