Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
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 Assistant to the Associate Dean, Academic and Associate Dean, Students works as part of the overall Administration team in the Arts, Dean’s Office, overseeing the senior administrative coordination of two portfolios and provides wide-ranging, confidential administrative support for all aspects of the Associate Deans’ portfolios in addition to supporting the Senior Manager, Student Affairs. This position requires thorough knowledge of the activities of the AD Academic and AD Students as well as tact, discretion, good judgment, initiative, and the ability to work independently and cooperatively.
This role is responsible for managing calendars for both Associate Deans and overseeing a range of confidential workflows including the Academic misconduct processes for issues involving student academic misconduct, as well as coordinating other key student related initiatives and programs related to student recruitment, engagement, awards, and Language Challenge exams. This role is required to communicate and liaise tactfully and effectively with a wide-range of department stakeholders and organize and implement meetings, focus groups, and events.
Organizational Status
The Assistant to Associate Deans reports to the Manager, Faculty Affairs, Office of the Dean of Arts. The position works closely with both Associate Deans. The incumbent interacts and communicates with senior University staff, Provost, AVP Students, the President's office, the Equity office, and University Counsel in addition to faculty, graduate and undergraduate students, staff, alumni, university visitors, staff from the Faculty of Arts Dean's Office, Faculty Relations, and other academic and administrative units on campus.
Work Performed
Coordinates and oversees a wide range of confidential administrative support to the Associate Dean, Academic, and Associate Dean, Students, and oversees workflows and files for various initiatives and programs across both portfolios.
Schedules and maintains all aspects of the Associate Deans' Outlook calendars and appointments, including all briefing notes, documentation, agendas, and bookings. This includes scheduling meetings with Faculty of Arts Leadership team as well as leaders across the faculty and university.
Prioritizes requests based on assessment of urgency and relative importance, in accordance with each Associate Dean’s preferred methodology for prioritization. Reschedules meetings based on daily and shifting priorities.
Screens and prioritizes emails and materials, determining best course of communication with respect to information provided. Coordinates and provides follow up on correspondence, and composes letters and memos, in accordance with established procedure for Associate Deans' signatures.
Initiates and prepares agendas for meetings chaired by the Associate Deans, attends as note-taker and records minutes, as needed; follows up on actions required in a timely and efficient manner.
For AD Academic, oversees complex and confidential administration of the Faculty of Arts Academic misconduct process including coordinating all aspects of workflows for high impact and sensitive student academic misconduct processes.
Receives and completes initial review of all academic misconduct submissions. Exercising judgement and using in depth knowledge of Arts and university wide misconduct policies, makes recommendations on approach and next steps to Senior Manager, Student Affairs and AD Academic.
Moves student misconduct issues forward and provides follow up. Oversees critical student misconduct timelines and deadlines, including coordinating processes across multiple faculties and centralized units such as the Academic Integrity Hub. Ensures that all academic misconduct tasks and processes are completed within the specified timeframe.
Oversees Arts Academic Integrity e-mail inbox, responds to a wide range of student misconduct related queries and issues that are time sensitive and could have a significant impact on students’ academic outcomes. This requires in depth knowledge on misconduct processes and a high level of sensitivity, diplomacy, and tact.
Provides information of a complex nature to students relating to academic misconduct processes and decisions, makes appropriate referrals as required. Communicates misconduct decisions to students on behalf of AD Academic and Senior Manager, Student Affairs.
Coordinates misconduct meetings and acts as notetaker, taking confidential and specialized notes. Compiles information from misconduct meetings and drafts student misconduct reports for all levels of misconduct for AD Academic and Senior Manager, Student Affairs’ review. Coordinates the implementation of the meeting outcomes.
Oversees all aspects of coordination with Academic Integrity Hub, University Counsel, and relevant units in other Faculties, and ensures confidential and timely transfer of student information between key units involved in misconduct process.
Compiles and summarizes statistical data and key information related to student misconduct cases. Drafts and edits annual student misconduct reports.
Provides a wide range of senior administrative support and coordination on various initiatives and programs within the AD Students portfolio including (but not limited to): student recruitment, awards, advising, wellness, co-curricular and experiential learning, and careers.
Plans, organizes and implements the Arts student recruitment and engagement events including coordinating all logistics, scheduling student speakers and volunteers, and ensuring all aspects of events meet key deadlines and are implemented smoothly. Resolves complex issues related to all aspects of event organization and implementation.
Coordinates the administrative process of student awards across the Faculty of Arts. This involves scheduling awards adjudication meetings, attending as backup notetaker. Answers student questions regarding awards.
Responds to routine and complex student enquires, and directs them as appropriate to Arts Academic Advising or other relevant units.
For both ADs, conducts information searches, which may include researching university policies, academic units, and historical records in order to prepare background material/briefing notes. Researches and validates information on key initiatives within both portfolios and reports findings back to the Associate Deans.
Provides support around policy development and revisions, such as researching and compiling policy related information from other faculties across the university and other postsecondary institutions.
Coordinates all travel arrangements and reimbursements for Associate Deans; maintains records of expenditures.
Provides administrative support for special projects and/or events initiated by the Associate Deans. This includes setting up tracking and filing systems, maintaining records, developing a basic event budget and tracking expenditures.
Maintains up-to-date information on policies and procedures of relevance to each portfolio.
Acts as receptionist when required (e.g. shares relief reception duties).
Provides oversight on records retention and makes recommendations regarding ways to streamline the process.
Performs other duties related to the support of each portfolio and evolving needs of the job.
Performs other related duties consistent with the classification and requirements of the position.
Consequence of Error/Judgement
This position is the key channel of communication between each of two key Associate Dean portfolios and the wider Faculty of Arts community. There will be interactions with faculty, staff, students, parents, potential applicants and special visitors, hence the ability to exercise diplomacy and discretion at all times is essential to uphold the reputation of the Faculty. Errors related to the administration of the portfolios of the Associate Dean, Academic and the Associate Dean, Students could adversely impact the Dean of Arts Office and the reputation of the University.
Supervision Received
The position reports to the Manager, Faculty Affairs, Dean of Arts Office. Tasking and direction will come from the Associate Dean, Academic, and the Associate Dean, Students as well as the Academic Student Manager.
Supervision Given
This position may supervise work-study students on specific projects initiated by either the Associate Dean, Academic or the Associate Dean, Students.
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
Computer experience required (Outlook, Word, Excel, SIS, SISC, FSC preferred). Excellent conflict resolution and interpersonal skills. Ability to maintain accuracy and attention to detail. Ability to create and accurately maintain record and filing systems and a neat and tidy office environment. Ability to work effectively both independently and in a team environment. Ability to use word processing, spreadsheet, database, web, scheduling and electronic mail applications at an intermediate level. Ability to prioritize and work calmly under pressure to meet deadlines. Outstanding and demonstrable written and oral communication skills. Demonstrated ability to compose, proofread, and edit documents. Ability to read and comprehend technical documents such as collective agreements and policy statements. Experience delivering high level customer, client, and/or guest service. Ability to exercise initiative, tact, discretion and courtesy with a diverse range of people and stakeholders. Ability to maintain order and control. Ability to take and transcribe accurate meeting minutes.