Job Category
M&P – AAPS
Job Profile
AAPS Salaried – Administration, Level A
Job Title
Executive Assistant to the Dean
Department
Dentistry Dean’s Office | Faculty of Dentistry
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
September 16, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Dec 31, 2024
This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.
Job Description Summary
Responsible for senior level management of the Dean s activities ,conducting faculty-related research for the Dean, managing activities, projects, goals and objectives of the dean s office, managing academic and non-academic activities on behalf of the Dean, managing administrative support for the Dean and liaising with Department Heads, Associate Deans, Directors and administrators across campus and at peer institutions and members of the external community. Manages a variety of ongoing, annual and one-time academic projects and activities within the Office of the Dean. Responsible for human resources administration for tenure and tenure track faculty appointments. Provides wide-ranging and confidential administrative assistance to the Dean of Dentistry at the highest level.
Organizational Status
Reports to the Dean but works independently on a daily basis. Liaises with Department Heads, Associate Deans, Directors and administrators across campus and at peer institutions and members of the external community, staff, other faculty administrators, Faculty Relations and the President s Office. Contacts external organizations, corporations, other universities and other Deans offices or department to resolve situations.
Work Performed
Consequence of Error/Judgement
This position requires the highest level of tact, discretion and accuracy. Disseminating incorrect information or errors in judgment would greatly impact the reputation of the Dean and the Faculty as a whole. Discretion and handling of confidential issues is imperative. Consequences of error could have a negative effect on internal and external relations, involving legal liability for the University.
Supervision Received
This position works independently under direction of the Dean, receiving direction on objectives and devising all methods and procedures to accomplish them in a timely manner.
Supervision Given
Manages CUPE administrative staff and work learn students and is responsible for hiring, discipline, evaluation and termination.
Preferred Qualifications
Undergraduate degree in a relevant discipline.Minimum of two years experience or the equivalent combination of education and experience.UBC experience is preferred. Experience providing executive level support. Experience with faculty tenure, promotion, merit and salary increase processes is necessary. Ability to maintain accuracy and attention to detail.Ability to effectively use standard office software at an advanced level(e.g., Outlook, MS Word, MS Excel).Ability to anticipate problems and issues and plan ahead.Ability to accurately maintain appointment calendars, and schedule appropriate appointments.Ability to exercise sound judgment.Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.Ability to interpret and apply collective agreements in a complex, unionized environment.Ability to take and transcribe accurate meeting minutes.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 determine the nature and urgency of inquiries and issues, and triage appropriately.Ability to work effectively independently and in a team environment.Ability to approach interactions with an awareness of sensitive issues and utilize tact and discretion.Ability to effectively recruit, train, supervise, and motivate employees.Ability to deal with a diversity of people in a calm, courteous, and effective manner.Ability to mentor and coach staff, and act as a resource.Ability to prepare complete, concise technical documentation.Ability to effectively recruit faculty candidates in a complex environment.Ability to resolve problems in an innovative manner.May be required to work additional hours outside of the standard office hours.
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