Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Assistant to Associate Deans, Students & Academic

Department

Administrative Support | Dean's Office | Faculty of Science

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

July 21, 2025

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

Job End Date

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 confidential senior administrative support to the Associate Dean, Academic and the Associate Dean, Students for the Faculty of Science. Responsible for the accurate and timely maintenance of their executive calendars; screening and responding appropriately to all verbal and written requests with excellent communication skills and judgment; handling confidential documents, preparing materials, coordinating events and travel. Responsible for coordinating all Faculty of Science student research and teaching awards, scholarships and faculty teaching award processes. Coordinates Special Occasion License application procedure for events held in Science space.

This is a full-time position. On occasion, flexibility in scheduled work hours may be required to accommodate special events.

Organizational Status

This position is a key part of the administrative support team in the Dean's office; interpersonal skills and the ability to build successful working relationships with a team of colleagues both inside the Dean’s office and externally is essential. The position reports to the Senior Manager Academic Initiatives and Administration, who may provide some work direction, but works most closely with the Associate Deans, the Manager of Academic Integrity and Awards and staff supporting the undergraduate programs and administrative activities in the Dean’s office. Will also work collaboratively with staff and leaders in the Science Departments, UBC executive offices, government, and the general public.

This position represents the Dean's office in providing advice and guidance to Science Departments. It is connected to the Science Advising office, and operates as an extension of that office and also as a member of the Dean's office administrative team. It participates in the activities of both groups as appropriate. Fosters a strong and supportive working relationship with colleagues within and outside of Science.

Work Performed

Administrative Support for Associate Deans:

• Provides high-level and complex calendar management for Associate Deans, strategically prioritizing appointments and managing competing demands with discretion and sound judgment.
• Plans and executes logistics for meetings and events, including agenda coordination, briefing materials, A/V and virtual setup, catering, and post-meeting action tracking.
• Serves as the primary liaison for students, faculty, and external stakeholders, managing sensitive and complex inquiries with professionalism, diplomacy, and confidentiality.
• Drafts, edits, and manages confidential correspondence, reports, and communications on behalf of the Associate Deans, often under tight timelines and with minimal direction.
• Coordinates the review and approval workflow of time-sensitive documents and communications, ensuring alignment with institutional standards and expectations.
• Prepares high-quality presentations, reports, and procedural documents to support academic leadership and decision-making.
• Coordinates domestic and international travel arrangements, including itinerary planning, documentation, and policy-compliant expense processing and reimbursements.

Student & Event Coordination:

• Supports student groups (e.g., Science Undergraduate Society) with facility access
• Manages applications for special occasion licenses for events held in Science venues.

Student Awards and Grants Support:

• Killam Teaching Awards Coordination: Manages the full adjudication process for the Killam Teaching Awards, including collecting nominations, organizing committee meetings, compiling documentation, and communicating with nominees and stakeholders.
• Graduate TA Awards Support: Coordinates the nomination and documentation process for the Killam Graduate Teaching Assistant Awards, ensuring deadlines are met and required materials are complete and accurate.
• Outreach Grant Administration: Supports the Faculty of Science Outreach Grant Competition by coordinating calls for proposals, compiling submissions, assisting with adjudication logistics, and preparing communication to applicants.
• Student Experience of Instruction (SEI): Provides administrative support for SEI course survey processes, including preparing course and instructor data, liaising with academic units and UBC offices, and ensuring timely and accurate survey administration.

Dean’s Office Administrative Support:

• Provides vacation and leave coverage for Dean’s Office administrative staff, including reception and executive assistance functions as needed.
• Reception Coverage: Provides front-line reception support during staff absences, including greeting visitors, managing incoming inquiries, and directing individuals to appropriate contacts or resources within the Dean’s Office.
• Offers backup executive support to senior leaders during planned or unplanned absences of administrative staff. This may include managing calendars, scheduling meetings, preparing documents, and coordinating logistics for events or travel.
• Assists with routine administrative tasks to ensure the smooth functioning of the Dean’s Office, including mail distribution, supply ordering, document handling, and responding to general inquiries.

Consequence of Error/Judgement
This position supports the Academic and Student portfolios within the Dean’s Office, where work frequently involves highly sensitive and confidential matters, including student appeals, academic misconduct, conflict of interest, and compliance with institutional and government policies. Errors in judgment, failure to prioritize appropriately, or the release of confidential information could compromise individual privacy, escalate conflict, or result in reputational harm to the Faculty of Science and the University. Inaccurate or unclear communication could lead to misinformation, delays in critical decision-making, or breaches of trust among students, faculty, and external stakeholders. The incumbent is expected to exercise a high degree of discretion, accuracy, and professionalism in all aspects of the role.

Supervision Received
Reports formally to the Senior Manager, Academic Initiatives and Administration and takes work direction from the Associate Deans and the Academic Integrity and Awards Manager. Performance will be evaluated against set objectives.

Supervision Given
May be required to supervise temporary employees on a project by project basis.

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

• An undergraduate degree is an asset, as is familiarity with UBC B.Sc. requirements and curricula.
• Relevant experience supporting UBC senior administration is preferred. Experience in an academic Department or Dean's Office, particularly in roles supporting student’s academic programs is preferred. Experience with and knowledge of UBC Policies and Procedures preferred.
• Excellent organizational skills including the ability to prioritize work, multi-task, work under pressure, adapt to change, and meet deadlines.
• Ability to be thorough and maintain a high level of accuracy and attention to detail.
• Highly effective interpersonal skills and the ability to interact with a diverse group of people in a calm, courteous, and professional manner; able to build and maintain productive working relationships.
• Ability to work independently and exercise sound judgment and discretion on a daily basis.
• Ability to take initiative and self-direct in a fast-paced and evolving environment.
• Ability to determine the nature and urgency of inquiries and issues and triage or direct appropriately.
• Ability to exercise tact and discretion when handling sensitive matters.
• Ability to communicate effectively, both verbally and in writing – Able to compose and edit sensitive correspondence, reports, and presentations using clear, professional language.
• Ability to maintain electronic calendars (Outlook) – Skilled at managing complex scheduling, resolving conflicts, and organizing day-to-day activities.
• Intermediate proficiency in Microsoft Office programs including Outlook, Word, Excel, PowerPoint, Teams, OneDrive, and SharePoint. Experience with Adobe Acrobat, video/teleconferencing tools is an asset.
• Ability to assist with physical meeting setup, including catering, table arrangements, and A/V equipment.