Job Category
M&P – Excluded M&P
Job Profile
XMP – Administration, Level A
Job Title
Executive Assistant
Department
Executive Administration | VP Finance and Operations
Compensation Range
$5,063.67 – $7,294.50 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
May 10, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Jun 4, 2024
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 Description Summary
This position provides confidential and executive-level administrative assistance for the Executive Director (ED) of Safety and Risk Services (SRS) that includes, Campus Security, Emergency Management, Occupational Health and Safety, Insurance and Loss Prevention, Environmental Protection and Privacy and Information Security Management. Responsibilities include managing and coordinating a variety of programs, projects and activities on behalf of the ED and the SRS Leadership, and providing communications, research, logistics, budget and writing support. The Executive Assistant for the ED has ownership of the administrative management in all aspects of the SRS Head Office, including operational, human resources, budgetary and financial administration, in compliance with UBC policies and procedures.
As the primary contact for the Office of the Executive Director, Safety and Risk Services this position liaises with the wider University community and fosters effective working relationships with Senior Executives across the University, as well as critical internal stakeholders such as the Alma Mater and the Graduate Student Societies and external stakeholders such as the RCMP and Canadian Security Intelligence Service (CSIS).
The role also provides backup to other units of the VP Finance and Operations (VPFO) as required.
Organizational Status
Reports to the Executive Director, Safety and Risk Services and administratively to the Manager, VPFO Administration. Works directly with the Executive Director, Safety and Risk Services, and the SRS Leadership team, and collaborates closely with the Directors of Occupational Health & Safety, Environmental Protection, and Campus Security, Insurance and Loss Prevention and Privacy and Information Security.
The responsibilities of the Executive Director, Safety & Risk Services (SRS) include supporting all areas of UBC in the identification, mitigation, and management of a broad range of risks including many on the Institutional Risk Register. This includes:
SRS also provides support for UBC to comply with all applicable provincial and federal legislation and regulations.
The Executive Director, Safety and Risk Services leads, oversees or reports to the following key committees:
Work Performed
Administrative Support
Project Coordination and Implementation
Office Management
Consequence of Error/Judgement
The position requires the incumbent to display a high degree of personal initiative and must exercise sound judgement in all administrative areas; have solid judgment, and handle matters with discretion and tact. The incumbent in this role must exercise a high degree of maturity, autonomy, and independence, while working within broad guidelines. A very high standard of professional communication is required, as is the ability to maintain confidentiality. All work must be completed at a high level of accuracy. Errors in judgement with internal or external constituents could have a serious negative impact on Safety and Risk Services and the University potentially resulting in legal suits, poor public relations, financial costs, and loss of credibility and reputation. Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure
Supervision Received
Works independently under the direction of the Executive Director, Safety and Risk Services but projects maybe be undertaken under the direction of other SRS Leaders. The role reports administratively to the Manager, VPFO Administration.
Supervision Given
May supervise temporary staff and students in Safety and Risk Services.
Preferred Qualifications
Undergraduate degree in a relevant discipline. Experience working with individuals at senior levels and in complex environments, or comparable University or corporate experience. Minimum of three years’ experience or the equivalent combination of education and experience. Ability to multitask and reprioritize issues based on competing demands. Ability to demonstrated project management experience and skills. Ability to maintain accuracy and attention to detail. Ability to accurately maintain appointment calendars, and schedule appropriate appointments. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to politely screen calls, direct as appropriate, and take accurate messages. Ability to effectively use MS Office at an intermediate level. Ability to review, analyze, and synthesize complex information into summaries and reports. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate effectively verbally and in writing. Ability to listen actively and attentively, and obtain clarification as required. Ability to make decisions and recommendations involving highly complex issues. Ability to make thoughtful, informed, and thorough decisions. Ability to determine the nature and urgency of inquiries and issues, and triage appropriately. Ability to exercise sound judgment. Ability to deal with people in a courteous, calm manner. Ability to identify and respond to contentious or politically sensitive issues with discretion. Ability to exercise tact and discretion. Ability to work effectively independently and in a team environment. Ability to explain, assign, and monitor work of search consultants. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to locate required information using a variety of methods (e.g., online information sources, manuals, expert sources).
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