Executive Administrative Assistant

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Department

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This is a part-time position at 50% FTE.

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 IS BASED IN VICTORIA, BC

Responsible for providing confidential administrative support to the co-Managing Directors of the UBC Therapeutics Initiative (TI), including coordinating work processes and administrative procedures.

Organizational Status
The incumbent reports to Dr. Colin Dormuth, TI co-Managing Director. The position is located in downtown Victoria, and works collaboratively with the other research teams and staff in the Therapeutics Initiative's Offices in Victoria and Vancouver.

Work Performed

Acts as an executive administrative assistant for Dr. Colin Dormuth, TI co-Managing Director:

1. Schedules appointments, coordinates meetings, audio bridges, and video conferences. This involves managing electronic calendars and taking initiative to act on, identify and communicate high priority requests and changing priorities. Stay informed about schedules of other TI members.

2. Screens and prioritizes incoming calls and emails. Exercises judgment as to whether matters require urgent attention. Return calls, draft letters and email responses when needed.

3. Coordinates travel arrangements including air travel, accommodation, itineraries as per UBC travel policies, and prepares travel expense claims for reimbursement.

4. Provides admin support for ethics/data access requests and grant applications.

5. Updates on a regular basis Dr. Dormuth’s Common CV and other research-related accounts (ResearchNet, ResearchGate, and ORCID).

6. Responsible for efficient administration, organization, and operations of the office in Victoria.

7. Attends and takes minutes of meetings as needed.

8. Performs other related duties as required, suitable to the skills and experience of the position.

Consequence of Error/Judgement

The TI Office deals with sensitive matters involving government and public relations, personnel questions, conflict of interest, donors, etc. This position has access to highly confidential information that requires discretion and professionalism. Errors could lead to serious losses in reputation by the University, loss of revenue, legal proceedings, embarrassment to the TI Executives and other University officials.

Uses judgment and initiative in handling non-routine matters that require the interpretation of University and Faculty guidelines, procedures, and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely way.

Supervision Received
Reports to the TI Co-Managing Director. Must be highly self-directed, taking initiative and working independently under the general direction of the assigned Executives and as part of a team environment. Performance will be evaluated against set objectives.

Supervision Given
None. May explain administrative procedures to new or temporary staff.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four 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

1. Experience with videoconferencing and teleconferencing systems. Demonstrated ability to operate a range of office equipment and troubleshoot hardware and software issues.

2. Must have intermediate skills in Microsoft Office programs including Word, Excel, PowerPoint and Outlook. Demonstrated ability to manage Outlook and related electronic platforms. Ability to use internet applications and tools at an intermediate level.

3. Ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings, take minutes, and schedule daily activities effectively.

4. Ability to plan, schedule and organize meetings and/or events. Ability to prioritize work, work under pressure, and meet deadlines.

5. Highly effective verbal and written communication skills. Ability to compose correspondence and other written materials using clear concise business English.

6. Ability to maintain accurate records, and have a high level of attention to details.

7. Ability to exercise tact, sound judgment, and discretion with confidential matters.

8. Highly effective interpersonal and organizational skills. Ability to work with a diverse group of people in a calm, courteous and professional manner, and to develop and maintain cooperative and productive working relationships within the team.

9. Experience working in a post-secondary research environment preferred. Knowledge of UBC policies and procedures, tri-council research policies, ethics, and data access is a strong asset.