Administrative Assistant

University of British Columbia

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Support 4 (Gr7)

Job Title
Administrative Assistant

Administrative Management Department of Psychiatry Faculty of Medicine

Compensation Range
$4,460.00 – $4,686.00 CAD Monthly

Posting End Date
July 26, 2023

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

Job End Date

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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

The Department of Psychiatry is one of the larger departments in the Faculty of Medicine (FoM) with over 1,000 department members including full time and clinical faculty, academic visitors, fellows, student employees and staff in varying job families and classifications, in addition to volunteers and others working in clinical and research environments. The Department’s medical education programs are some of the most widely distributed within the Faculty of Medicine with faculty appointees and trainees located within all six (6) Health Authorities. Funding within the Department, supporting positions and activities, is a mix of operating funds, clinical alternative payment program funds, significant research grant and donation funding, endowments, education program funding as well as external partnership funding.

The Administrative Assistant provides administrative support to Division Heads in the Department of Psychiatry. Responsibilities including scheduling meetings and appointments from individual to large group and committee meetings; arranging for phone or teleconferencing calls; booking travel arrangements; organizing events, working with Department Administrative team members to support the HR, Finance and operational needs of the Divisions.

Organizational Status

As a member of the Department of Psychiatry administrative team, this position reports to the Director of Administration. The incumbent works closely with and receives work directions from Division Heads and the Director of Administration.

The incumbent will liaise with Department members, internal UBC units as well as BC Health Authorities and external organizations.

This position will be required to work flexible hours and days to meet operational requirements. May be required to travel.

Work Performed

  • Acts as the primary point of contact for Division Heads.

  • Organizes and coordinates meetings by scheduling, tracking events, anticipating the complexities in coordinating schedules, meetings and appointments, identifying/communicating high priority requests and coordinating arrangements with schedules of others; ensures correspondence requesting information or meetings is tracked and followed up.

  • Plans and organizes workshops, presentations, meetings, information sessions and events, including but not limited to the coordination of complex schedules, writing communication to attendees, preparation of hand-out materials, creating agenda, taking and distributing minutes, room bookings, catering, contacting vendors, equipment set-up and troubleshooting, and following-up on action items.

  • Deals with a high volume of requests, exercises tact and discretion in prioritizing requests for appointments; researches, prioritizes, and determines appropriate course of action, referral or response on matters identified.

  • Coordinates administrative work procedures and processes, such as screening, selecting, assembling, referring and/or prioritizing incoming materials and inquiries; resolves complex administrative issues as they arise, escalating when required

  • Uses judgment, discretion and tact in responding to oral and written inquiries based on extensive knowledge of the organization and operations of the University in general; required to decline or redirect requests diplomatically and persuasively in complex and sensitive situations

  • Drafts, prepares and distributes letters, memos, reports, presentation, and other highly confidential correspondence and written materials for Division Heads as required; ensures correspondence is followed-up.

  • As part of the Department Administration team, works closely with Department Administration team in assisting and supporting human resources and finance processes for Divisions; provides administrative support to the Department administration team when required

  • Provides administrative support to Division Heads by making travel arrangements and completing travel claims and reimbursement of expenses.

  • Act as back up to and provides coverage for Department Executive Coordinator as required based on operation needs.

  • Preforms other related duties and tasks as required.

Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative to an outstanding degree. This position handles sensitive and highly confidential matters. Errors could have a negative impact on the Department.
Supervision Received
This position reports to the Director of Administration and receives daily work directions from the Division Heads and Director of Administration. Performs familiar duties independently and in accordance with established procedures. Refers complex and unusual problems to Director of Administration.
Supervision Given
None. May allocate work to and train Work learn students and temporary staff as needed, or provide orientation to new staff.
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.
– 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

  • Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings and schedule the day’s activities appropriately.

  • Ability to take and transcribe minutes.

  • Ability to plan, schedule and organize a variety of projects and/or events, often concurrently.

  • Ability to adapt and work effectively under pressure and be able to prioritize and multi-task to meet deadlines in an environment that is fast paced, with high volume and critical deadlines.

  • Highly effective verbal and written communication skills.

  • Ability to compose correspondence, reports, presentations and other written materials using clear concise business English.

  • Ability to gather, record and organize information.

  • Ability to exercise tact and discretion with confidential matters.

  • Ability to exercise sound judgment.

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