Administrative Assistant to the Associate Dean

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Assistant to the Associate Dean

Department

Research Services | Office of Research, Education | Faculty of Education

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

September 4, 2026

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

Job End Date

March 31, 2027

 

 

 

 

This is a part-time 50% FTE position. This is a leave replacement with a tentative end date of March 31, 2027. There is a possibility of extension.

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 Administrative Assistant to the Associate Dean, Research provides wide-ranging, confidential, and high-level administrative and communications support for the Associate Dean, Research (ADR) in the Office of Research in Education (ORE).  The incumbent provides administrative and calendaring supports for the ADR and their activities associated with their leadership portfolio. This position is the first point of contact for all site visitors to ORE and phone/email inquiries for the ADR portfolio, and thus it requires a professional work ethic and manner, a high level of customer service, and exceptional written and oral English communication skills.

Primary responsibilities include preparing written correspondence for, and on behalf of, the ADR, preparing the ADR for meetings, coordinating and scheduling their appointments, committee meetings, and travels, taking and disseminating meeting minutes, following up on action items from meetings, handling ADR’s reimbursement and other basic financial documents, and all other tasks necessary to assist with the ADR’s day-to-day and cyclical duties.   

 

The position also assists the Director, Research Development, with administration related to research communications, research funding and research-development events, as needed. The position greets visitors, answers, screens, prioritizes all incoming phone calls and emails, and handles all incoming and outgoing mail in ORE.  It responds to inquiries and provides information with an emphasis on professionalism, accuracy, and courtesy.  A thorough knowledge of the University's structures and protocols in relation to the Faculty's mandate for research is required.

 

The incumbent exercises good judgment and sensitivity in dealing with students, faculty, staff, the Faculty’s senior leadership team, internal and external University contacts and the wider public. Excellent communication and problem-solving skills are essential, as is a thorough knowledge of the organizational research and academic unit structures, policies and procedures within the Faculty of Education and the University (both campuses).

 

ORGANIZATIONAL STATUS

 

This position reports to the Director, Research Development, in ORE. In addition, the position works closely with other members of the Office of Research in Education (ORE) as well as the Dean's Office. The position liaises with key offices and programs within the Faculty, including the Dean’s Office, Departments/Schools, and Faculty-wide programs, and the University, including Offices of the VP Research and Innovation, the VP Academic and Provost, the Faculty of Graduate and Postdoctoral Studies, the University's Tri-council Faculty Advisors, and has regular contact with UBC faculty. The position contacts external organizations, other universities, other University offices, as well as government, foundation and industry funding agencies to resolve situations on behalf of ADR and ORE.

 

WORK PERFORMED

 

• Plans, coordinates and maintains the ADR’s schedule and electronic calendar, including prioritizing meeting requests using tact, diplomacy and excellent judgement and communication skills to negotiate times and locations with both internal and external offices and external parties. Keeps the ADR apprised of daily responsibilities, meetings, deadlines and potential changes in schedule, prioritizing urgent requests. Ensures adequate time between meetings and that documentation requirements for meetings and other commitments are met.
• Communicates and responds to emails, written communication and phone calls on behalf of the ADR and screens incoming calls.
• Reviews materials requiring the ADR’s signatures for accuracy and completion and communicates concerns, missing information and documentation to relevant parties.
• Provides administrative support to committees chaired by the ADR including, assisting with establishing committee membership, scheduling for one-time and recurring committee meetings, compiling and disseminating meeting documents, keeping electronic files on shared drives organized and up-to-date, updating and reminding the ADR about critical issues pertaining to committees and requests from faculty leadership, following up on action items, and taking and distributing minutes.
• Conducts routine research for the ADR as required, drafting and editing reports, and compiling statistical data.
• Based on brief oral instructions or notes, researches and drafts various types of documents on behalf of the ADR, including confidential correspondence, briefing notes, presentations and reports.
• Proofreads the ADR’s written communications as needed.
• Assists with internal grant and award administration, which includes updating ORE grant web pages, checking the eligibility of applicants, acknowledging to internal grant applicants receipt of their applications, ensuring all supporting documents have been received and are complete, organizing and updating electronic files, corresponding with grant applicants for additional material or information, assisting with the administration of grant and award adjudications, and preparing and sending award letters to applicants.
• Responds to confidential and complex enquiries regarding research policies and procedures of the Faculty, advising postdoctoral fellows, faculty and staff on Faculty and/or University research guidelines.
• Maintains and updates the ORE website, including posting weekly updates to ORE’s Research Funding Bulletin, writing updates on programs using an established template, and regularly and proactively assessing website for timely, accurate and engaging content (in consultation with other ORE staff).
• Serves as content Administrator for ORE’s website and as a liaison between ORE and the Faculty's point contact with UBC IT and the Faculty's Marketing and Communications team.
• Liaises with faculty, staff, students, the Dean's Office, Offices of the VPRI and Provost, and other organizations both within and external to UBC on matters related to research policies,  procedures and award opportunities, with a high degree of accuracy, professionalism and English language proficiency. 
• Collects and organizes annual reports and budgets for endowed Chairs and Professorships.
• Develops digital signage celebrating research achievements of faculty and announcing ORE events.
• Organizes and collects information for research-related events hosted or co-hosted by ORE, including preparing and updating, with a high degree of accuracy, event promotional information (web pages, registration platforms, emails, newsletter postings), disseminating event information to appropriate audiences, receiving and acknowledging participant registration, supporting the administrative needs of guest speakers and ORE facilitators (including setting up Zoom meetings and permissions), booking and coordinating venues, equipment and catering, and post-event administration. 
• Greets and directs visitors to the Office of Research in Education.
• Is responsible for the maintenance and procurement of office supplies in ORE, including ordering and purchasing, with signing authority specific to this purpose.
• Acts as Unit Administrator for IT service requests, voicemail, and key system (access control).
• Acts as a key point of contact for all facility-related service requests in ORE; contacts relevant University operational units with requests for repairs, furniture moving, general maintenance, etc.
• Prepares and submits requisitions for reimbursement and prepares and submits other basic financial and HR documents for the ADR (and ORE personnel as needed) in Workday.
• Acts as financial liaison with the Faculty’s Office of Finance as required.
• Performs other general administrative duties as required (for instance, filing, etc.).

 

 

CONSEQUENCE OF ERROR

The incumbent is expected to exercise judgement and initiative in the handling matters of both a routine and non-routine nature requiring the interpretation of University and Faculty policies, procedures and guidelines. Works with competing demands and exercises judgement in establishing priorities and carrying work through to completion in a timely manner. Exercises discretion in dealing with confidential and sensitive matters is essential. Must be able to exercise sound judgement and initiative in dealing with administrative matters where there are no established policies, procedures or guidelines.

 

SUPERVISION RECEIVED

Overall objectives, ongoing as well as specific assignments, are received directly from the ADR and the Director, Research Development. Reports to Director, Research Development administratively. The incumbent is expected to be able to take initiative, solve problems, determine courses of action and then follow through independently, occasionally consulting the ADR or the Director, Research Development with reference to new or complex problems.

 

SUPERVISION GIVEN

No supervision given in this position.

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

• Exceptional English written and oral communication skills
• Ability to plan and accurately maintain and schedule appropriate appointments and set up Zoom meetings.
• Ability to compose correspondence, reports, presentations, and other written materials using clear, concise business English.
• Ability to be thorough, accurate, and demonstrate a high level of attention to detail.
• Ability to complete financial forms with attention to detail and a high degree of accuracy.
• Ability to proofread and identify and correct missing and incomplete data.
• Ability to take accurate meeting minutes.
• Ability to effectively use Word, Excel, PowerPoint, Outlook, Canvas, and web authoring applications such as WordPress at an intermediate level.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to plan ahead based on new and recurring information and execute work flow to meet task requirements and deadlines. Ability to work both independently and in a team environment and to bring energy, motivation and enthusiasm to the job.
• Ability to organize and facilitate videoconference calls and meetings (e.g., Zoom).
• Ability to listen actively and attentively, and proactively obtain clarification as required.
• Ability to effectively deal with challenging interpersonal situations.
• Ability to obtain and disseminate information effectively and tactfully with individuals from all levels of the University and the external community.
• Ability to develop and maintain cooperative and productive working relationships.
• Ability to exercise tact and discretion when dealing with confidential matters.
• Ability to plan, schedule and organize a variety of events such as workshops and meetings, visits by officials and receptions.
• Ability to locate required information using a variety of methods (e.g., online, manuals, expert sources).
• Flexible approach to work; willingness to work irregular hours or overtime when necessary.