Admin Assistant, Graduate & Postdoc Education

Staff – Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried – Administrative Support 4 (Gr7)

Job Title

Admin Assistant, Graduate & Postdoc Education

Department

Leadership | Graduate and Postdoctoral Studies Office | Faculty of Medicine

Compensation Range

$4,009.00 – $4,214.00 CAD Monthly

Posting End Date

June 16, 2021

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

Job End Date

Jun 30, 2022

This is a part-time (.5FTE) position for a one year term with the possibility of extension.

Job Summary

The Administrative Assistant, Graduate and Postdoctoral Education, Faculty of Medicine, provides confidential secretarial and coordination support to the Associate Dean, Graduate and Postdoctoral Education (GPE) and the GPE Counsellor. Provides general administrative and communication support to the Faculty of Medicine’s Graduate and Postdoctoral Education team, including assistance with organization and implementation of the Faculty of Medicine graduate student and postdoctoral fellow awards competitions.

This position schedules meetings, appointments, organizes and maintains paper and electronic files, drafts correspondence, transcribes minutes, arranges catering, and makes travel arrangements for the Associate Dean, Associate Dean, GPE and the GPE Counsellor. The incumbent will provide a high level of understanding and initiative in required administrative areas while maintaining confidentiality.

Organizational Status

The Faculty of Medicine is home to almost 1,300 graduate students in 20 graduate programs (14 of which confer doctoral degrees), and approximately 500 postdoctoral fellows located in the Faculty’s Departments, Schools, Centres, Institutes, and affiliated hospital sites.

The Administrative Assistant, Graduate and Postdoctoral Education, Faculty of Medicine, reports directly to Associate Dean, GPE. Receives work direction from the Associate Dean, GPE, as well as the GPE team when appropriate to support the administrative functions of Graduate and Postdoctoral Education in the Faculty of Medicine.

Work Performed

Provides calendaring and administrative support to the Associate Dean, GPE and the GPE Counsellor, using tact, diplomacy, and discretion.

Works with the Graduate Student and Postdoctoral Affairs Coordinator to organize and implement Faculty of Medicine graduate student and postdoctoral fellow awards competitions.

On behalf of the Associate Dean, GPE, liaises directly with faculty, staff, graduate students and postdoctoral fellows across departments and graduate programs to schedule meetings and appointments in coordination with their calendars to support Graduate and Postdoctoral Education program activities. Identifies and communicates high priority requests and takes initiative in preventing and resolving all calendar/time conflicts.

Provides administrative support with logistics of planning and delivering workshops, training and other events initiated by the GPE Wellness team.

Provides administrative support in promoting Wellbeing events and services to all FoM graduate students and postdoctoral fellows.

Provides calendar and administrative support for the Faculty of Medicine’s Graduate and Postdoctoral Education Committee and high-level confidential meetings within the GPE portfolio; which includes preparing agenda, transcribing and distributing minutes, maintaining and updating Terms of References and associated membership lists, assistance in preparing annual reports, contributing towards the completion of action items, and following up with others, and updating associated webpages as required. These meetings may take place in-person, remotely via video or teleconference, or online.

Provides technical assistance to the Associate Dean, GPE for presentations (PowerPoint, etc.) as required.

Writes, initiates and compiles draft confidential correspondences/communications and reports on behalf of the Associate Dean, GPE.When required, researches, prioritizes, and recommends appropriate course of action and/or response on issues to the Associate Dean, GPE, including collection and reporting of statistics on GPE wellness initiatives, needs assessments and evaluations of wellbeing programs and services.

Participates in the development of electronic information support systems, including mailing lists. Maintains these electronic information support systems to ensure that data is up-to-date and reflects the current stakeholders of Graduate and Postdoctoral Education.

Responds to confidential and complex telephone, email, and in-person inquiries, and interacts with faculty members, staff, graduate students, postdoctoral fellows, and others in a professional manner on behalf of the Associate Dean, GPE and the GPE Counsellor, consistent with the Faculty’s Professional Standards document. These requests and interactions may require significant tact and diplomacy and/or contain sensitive information. Escalates unusual or highly complex requests to the appropriate individua

Supports the Associate Dean, GPE in the coordination of Graduate and Postdoctoral Education events. This involves planning, coordination of complex schedules, writing communication to attendees, preparation and printing of materials, room bookings, catering, contacting vendors, equipment set-up and troubleshooting, and following up on action items. May be required to adjust or work outside of normal office hours to support events.

Researches and assists with projects and initiatives as directed by the Associate Dean, GPE.

Arranges travel for the Associate Dean, GPE, including booking flights, accommodations, creating an itinerary, and prepares reimbursement of travel expenses.

Performs financial duties such as preparing and reviewing invoices, credit card payments, processing expenses, in line with their due dates.

Responsible for the maintenance of office supplies including ordering and purchasing, with pre-approval from the Associate Dean, GPE.

Maintains and coordinates filing and bring forward systems.

Maintains and updates a procedures manual for this position, which includes the maintenance of UBC and Faculty of Medicine system accounts and passwords.

May be required to provide backup coverage for reception for short term absences/vacation coverage, as required.

Performs other related duties as required.

Supervision Received

Reports directly to the Associate Dean, GPE). Receives work direction from the Associate Dean, GPE Counsellor, and the Research Education Facilitator to support the administrative functions of Graduate and Postdoctoral Education in the Faculty of Medicine. Performs duties independently and in accordance with established policies and procedures.

Supervision Given

None.

Consequence of Error/Judgement

This position requires judgement, tact, discretion and initiative to an outstanding degree. Errors in judgement or ineffective communication will compromise the effectiveness and efficiency of the Associate Dean, GPE on matters relating to education and research, and could reflect negatively on the Faculty of Medicine and the University. Unusual issues should be brought to the attention of the Associate Dean, GPE.

Minimum Qualifications

High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

High School graduation and one-year post-secondary education.Four years related experience or the equivalent combination of education and experience.

Experience with videoconferencing and teleconferencing an asset.

Ability to use MS Office suite at an intermediate level.

Strong verbal and written communication skills, including ability to politely screen calls and direct as appropriate; ability to compose correspondence, reports, presentations and other written materials using clear, concise business English.

Ability to exercise high level of tact and discretion, project a positive image and be diplomatic in stressful situations while, maintaining confidentiality in dealing with faculty, staff and graduate students and postdoctoral fellows.

Ability to take initiative, work independently, but also function collegially within a close fast-paced team-working environment. Ability to use internet applications and tools at an intermediate level; experience scheduling conflicts coordinating meetings and scheduling the day’s activities appropriately, including, planning, scheduling and organizing a variety of projects and/or events, often concurrently.

Demonstrated ability to prioritize work (gathering, recording and organizing information), multi-tasking, working under pressure and meeting deadlines. Ability to research and compile information drawn from various sources.

Attention to high-level detail required. Ability to exercise sound judgment on a daily basis, including determining nature and urgency of inquiries and issues and triaging appropriately.

Ability to anticipate problems and issues and to plan ahead. Ability to make thorough, informed decisions.

Ability to be flexible and comfortable working in an environment of ambiguity and change.

Ability to type 60 wpm, transcribe dictation and operate a normal range of office equipment.

Comfortable learning new technologies.

Knowledge of University policies and procedures preferred.

Strong knowledge of file and records classification systems and processes.