CUPE 2950
CUPE 2950 Salaried – Administrative Support 4 (Gr7)
Executive Assistant
Administration | Department of Occupational Science and Occupational Therapy | Faculty of Medicine
4,009.00 – $4,214.00 CAD Monthly
April 13, 2022
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Aug 31, 2022
Please note that this position is a leave replacement with an end date of August 31, 2022.
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
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.
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