Assistant to Head

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Assistant to Head

Department

Administration & Operations | Department of Educational Studies | Faculty of Education

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

November 13, 2024

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

Job Description

Location: Vancouver - Point Grey Campus

Job Profile: CUPE 2950 Administrative Support 4 (Gr8)

Business Title: Assistant to the Head of Department

VP/Faculty: Faculty of Education

Department: Department of Educational Studies

Compensation Range: $4,137.00 - $4,456.00 CAD Monthly

Full/Part Time: Full-Time

Ongoing: Yes

Funding Type: Budget Funded

Job Summary

The Assistant to the Department Head provides executive administrative support to the Head of the Department of Educational Studies and the Administrative Manager. Responsibilities include coordinating departmental meetings, processing appointments, managing faculty promotion and tenure processes, and ensuring accurate and timely delivery of administrative services.

Organizational Status

This position works directly with the Head on a daily basis and reports to the Administrative Manager. Frequent interactions with faculty members, staff, students, and various service groups on campus are expected.

Work Performed

Executive Assistance:

• Acts as personal and confidential Assistant to the Head, screens incoming materials, and prioritizes for the Head's attention.
• Maintains the Department Head's complex appointment calendar and e-mail.
• Utilizes knowledge of the Department to respond effectively to information requests.
• Takes, transcribes, and distributes meeting minutes.

Promotion, Reappointment and Tenure Process:

• Coordinates the Departmental Steering and Personnel Committee for promotion processes.
• Schedules meetings and ensures all members are provided with required documents.
• Participates in committee meetings and follows up with reviewers.
• Plans and coordinates special events and meetings.

Faculty Recruitment Visits:

• Oversees coordination of faculty recruitment visits.
• Acts as point person for candidates during visits.

General Administration:

• Coordinates documents requiring approval and provides administrative support.
• Responds to inquiries and performs related tasks.
• Identifies future space requirements and allocates office space.

Security & Access to Building:

• Coordinates the Key Request processing system for the department.

Supervision Received

Works independently under administrative direction and resolves problems as they arise.

Supervision Given

Supervises and directs the work of employees in lower classifications, students, and temporary staff.

Consequence of Error/Judgement

This position requires confidentiality, diplomacy, and accuracy. Errors could result in monetary losses and affect faculty promotion processes.

Qualifications

• Willingness to respect diverse perspectives.
• Commitment to enhancing awareness of equity, diversity, and inclusion.
• High School graduation and two-year post-secondary diploma required; a university degree is an asset.
• Proficiency with office software and university systems preferred.
• Four years' related experience or equivalent combination of education and experience.
• Ability to communicate effectively and manage multiple tasks.
• Demonstrated flexibility to adapt to changes in organizational priorities.