Assistant to the Director

Staff - Union

Job Category: BCGEU Okanagan Support Staff

Job Profile: BCGEU OK Salaried - Secretary II

Job Title: Assistant to the Director

Department: UBCO | Administrative Support | Okanagan School of Education | Faculty of Education

Compensation Range: $4,095.00 - $4,695.00 CAD Monthly

Posting End Date: September 23, 2024

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

Job Description Summary: To provide a wide range of personal and confidential administrative and secretarial support to the Director of the Okanagan School of Education.

Organizational Status: The Assistant to the Director works closely with the Okanagan School of Education Director, liaising with School directors, faculty, staff, and other administrative offices. The Assistant reports directly to the Manager, Administration and Operations.

Work Performed:

• Provides secretarial support to the Director:

• Coordinates the Director's appointments and calendars.
• Acts as a liaison between the Director's office and faculty and staff in the Okanagan School of Education and in other academic and administrative offices.
• Coordinates School Council meetings including logistics and correspondence with members; oversees the compilation of background materials and ensures the progress of action items. Prepares agenda, minutes, and briefing materials.
• Reviews the Director's incoming mail and responds to routine inquiries. For non-routine inquiries, locates and provides the Director with background information as required.
• Coordinates the Director's travel arrangements including airlines, car rental, and accommodations.
• Plans, organizes, and coordinates materials for the Director in preparation for deadlines and meetings.
• Provides presentation support to the Director which may include preparing PowerPoint slides.

• Provides administrative support for the Director's Office:

• Acts as the initial contact for inquiries to the Director, researches and compiles background information as required, and refers to the appropriate staff for response.
• Prepares correspondence, letters, memos, e-mails, and regular and special reports for the Director.
• In consultation with the Director and the Manager, Administration and Operations, assists the Director in determining project implementation, ensuring all are consistent with the School and Faculty of Education mission, strategic plans, and policies.
• Develops and implements record-keeping and office routines and procedures for efficient and timely workflow, such as filing systems and information retrieval systems, bring-forward systems, and timetables for submissions of regular and special reports.
• Maintains a file of current University and Faculty and School of Education policies and procedures.
• Prepares expense claims for the Director.
• Prepares confidential material on student and personnel matters.

Performs Other Duties As Required.
Consequence of Error/Judgement: Work is performed independently. This position requires a high degree of confidentiality, diplomacy, tact, and accuracy. Errors could have a direct impact on Faculty, staff, and students. The employee must exercise sound judgment routinely on matters of spending for events and supplies, space bookings, and financial reimbursements. Incorrect information could impact the reputation of the School, Faculty, and the University. A breach of privacy and policy may have serious financial implications for the University, students, and staff.

Supervision Received: This position reports directly to the Manager, Administration and Operations in collaboration with the Director, but works independently on a day-to-day basis with minimal supervision. Overall objectives are determined in consultation with the Director.

Supervision Given: None.

Minimum Qualifications:

• 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:

• High School graduation or equivalent plus up to and including two years post-secondary training (University graduation preferred).
• A minimum of 3 years of related administration experience or an equivalent combination of education and experience.
• Knowledge of UBC systems, policies, and procedures is an asset.
• Ability to compose correspondence and prepare reports in clear, concise business English and to draft more complex correspondence for signature.
• Experience with Microsoft Office (Word, Excel, Access, PowerPoint, Outlook, internet skills essential) at an advanced level.
• Ability to type 60 wpm and to operate a normal range of office equipment.
• Excellent interpersonal skills; strong attention to detail, accuracy, and presentation of information; ability to manage multiple projects and tasks, prioritize and organize effectively, and meet established timelines without undue stress; ability to maintain confidentiality.
• Demonstrated communication and interpersonal skills.
• Ability to take and transcribe minutes.
• Ability to exercise judgment, tact, and discretion.
• Ability to work both independently and as part of a team environment.
• Available to work after regular office hours for occasional faculty meetings and/or events.
• Thorough knowledge of University and Faculty policies and procedures and office administration preferred.