Staff - Non Union
Consequence of Error/Judgement
This position requires good judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with the internal or external constituents could have negative impact on the Office of the President and the University, resulting in legal suits, poor public relations, financial costs, or loss of credibility. Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise good independent judgment. Must demonstrate exceptional public relations and interpersonal skills in dealing with the high profile members of the university community, alumni, students, staff and faculty, members of senior administration, and members of the government. Inappropriate or errant communication of sensitive issues could have a serious budgetary impact and have legal implications.
Supervision Received
Works independently under the direction of the Executive Assistant to the President and the Executive Director. Reports to the Executive Assistant to the President, and interacts regularly with the President, Executive Director and the senior team.
Supervision Given
From time to time, may supervise staff and students in the President's Office. This position may delegate tasks to administrative assistants in the President's Office.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.
Preferred Qualifications
Job Category
M&P - Excluded M&P
Job Profile
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XMP - Administration, Level A
Job Title
Executive Administrative Coordinator
Department
Office Support | President's Office
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
June 9, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Jul 16, 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 Summary
This position provides executive level, confidential management and administrative support to the Office of the President. The position requires a broad and extensive knowledge of the organization and operation of the University. The position handles highly confidential and sensitive matters relating to senior university administration, government and the private sector. A clear understanding of the goals of the Office of the President is essential.
Organizational Status
This position reports to the Executive Assistant to the President. Provides support and receives guidance from the Executive Director. Interacts with senior administration within the University and external organizations.
Work Performed
This position provides executive level, confidential management and administrative support to the Office of the President. The position requires a broad and extensive knowledge of the organization and operation of the University. The position handles highly confidential and sensitive matters relating to senior university administration, government and the private sector. A clear understanding of the goals of the Office of the President is essential.
Organizational Status
This position reports to the Executive Assistant to the President. Provides support and receives guidance from the Executive Director. Interacts with senior administration within the University and external organizations.
Work Performed
- Work performed at a high level in a complex environment. The role requires the incumbent to manage and lead activities and to communicate with any and all of the senior administrators, faculty, students, staff, and the general public.
- Reviews and drafts responses to complex correspondence from internal and external sources such as students, staff, faculty, senior administrators, the external community, government and industry, including answering questions on policies and procedures, making appropriate referrals, synthesizing comments, and investigating complaints.
- Manages and plans the coordination of weekly Executive meetings. This includes tracking submissions from the Executive Team, creating agendas, distributing materials, and providing logistical support for meetings. Provides direction to lower level roles for scheduling and additional support as required.
- Responsible for strategically managing unit reviews as well as the searches, appointments and reappointments of Vice-Presidents and direct reports to the President. Works directly with those selected to ensure smooth and effective transition to appointment at the University.
- Acts as the primary contact for requests and enquiries from government and student groups that require the President s attention. Manages incoming correspondence, requests, and scheduling from Government Relations and student groups.
- Plans and manages submissions and related strategic materials on behalf of the Office of the President within appropriate timelines. This includes working closely with the Executive Assistant to the President and the Executive Director; with extensive interaction with internal and external stakeholders.
- Develops and ensures integrity of reports from the Office of the President for submission to the Board (e.g. President s Activity Report).
- Manages the President s awards on behalf of the Office of the President. Works closely with the Ceremonies & Events Office for the preparation and planning of award ceremonies. Ensures events are planned, staffed, and budgeted appropriately. - Strategically manages the time and commitments of the Executive Director.
- Manages complex travel arrangements for the President, including briefing materials and meeting coordination. Oversees the coordination of less complex travel arrangements.
- Supports the Executive Assistant to the President in reviewing all correspondence, including e-mails, and responds on the President s behalf as appropriate to requests and follows up as required.
- Oversees the daily preparation of electronic briefing materials; reviews briefing notes, exercising knowledge of complex issues facing the University to ensure they meet the President s needs and are timely and appropriate.
- Evaluates current policies and procedures and develops plan for updating and implementing new procedures based on the changing needs of the Office of the President.
- Manages special projects as assigned. This includes drafting project plans, scope and timelines for a variety of projects and initiatives in the Office of the President.
- Manages the President s memberships on external committees including the development and coordination of materials as well as event coordination with internal stakeholder groups.
- Acts as point of contact for the Office of the President for information and inquiries. This requires detailed understanding of the Office and the University. Responds to queries including researching, compiling, analyzing and writing briefs, reports and other materials.
- Provides full coverage to the Executive Assistant to the President.
- Performs other duties as required, and works flexible hours as required.
Consequence of Error/Judgement
This position requires good judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with the internal or external constituents could have negative impact on the Office of the President and the University, resulting in legal suits, poor public relations, financial costs, or loss of credibility. Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise good independent judgment. Must demonstrate exceptional public relations and interpersonal skills in dealing with the high profile members of the university community, alumni, students, staff and faculty, members of senior administration, and members of the government. Inappropriate or errant communication of sensitive issues could have a serious budgetary impact and have legal implications.
Supervision Received
Works independently under the direction of the Executive Assistant to the President and the Executive Director. Reports to the Executive Assistant to the President, and interacts regularly with the President, Executive Director and the senior team.
Supervision Given
From time to time, may supervise staff and students in the President's Office. This position may delegate tasks to administrative assistants in the President's Office.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the 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
Experience working with individuals at senior levels and in complex environments, or comparable University or corporate experience 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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