Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
OngoingAt 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 Department of Materials Engineering (MTRL) is a mid-sized academic unit at the University, with over 250 undergraduate and 100 graduate students enrolled. Materials Engineering is also responsible for the administration of the Integrated Engineering and Manufacturing Engineering Programs, this includes over 350 undergraduate students spread over the two programs. As a globally recognized leader in engineering education and research, MTRL is home to more than 21 research-track faculty members who are actively engaged in advancing knowledge and innovation across their respective scholarly communities. Guided by commitment to excellence, innovation, and collaboration, MTRL fosters a collegial and service-oriented culture where staff contributions are integral to student success, research advancement, and overall departmental success.
The MTRL Administrative Assistant provides senior-level confidential administrative support to the Materials Engineering Department Head, Manufacturing and Integrated Engineering Program Directors and Manager, Business Operations. This position also acts as the personal and confidential assistant to the Department Head, and provides calendar management support, including scheduling meetings and appointments which may be sensitive and/or confidential in nature.
The Administrative Assistant also provides a range of administrative support for the Head, Directors, and Manager, Business Operations including drafting and editing correspondences and reports, coordinating departmental meetings and events, and initiating and assisting with the preparation of agendas and minutes for departmental meetings and committees. This position also supports and coordinates the department’s human resources processes such as the ARPT process, faculty hiring, faculty leaves, and department onboarding as well as a variety of other administrative processes.
Organizational Status
This position works directly with the Department Head, Program Directors and Manger, Business Operations on a daily basis to complete tasks as necessary. Liaises, cooperates and coordinates extensively with faculty, Students and staff members, Advisory Council members, APSC Development Staff and APSC Dean's Office staff. Interacts with external faculty applicants, stakeholders and businesses on behalf of the Head, Directors and Manager.
Work Performed
- Acts as personal and confidential assistant to the Department Head. Provides administrative support services to the Directors and Manager, and supports a range of special projects as assigned by the Head and Directors.
- Responsible for managing and scheduling the calendar of the Head, including sensitive and/or confidential requests, meetings, and appointments. Coordinates with other schedules in accordance with priorities established by the Head.
- Composes, formats, and edits a range of correspondence for the Head, including responding to confidential and complex correspondence. Coordinates and provides follow up on correspondence, reports and other material prepared by the Head, and maintains accurate records of all communications.
- Supports and provides coordination for faculty ARPT processes. This includes coordinating and scheduling meetings, gathering and organizing information, coordinating and scheduling meetings, preparing correspondence and dossiers, tracking progression, and monitoring tenure clock for each faculty member. Maintains the ARPT schedule and provides ARPT timelines to the Head.
- Coordinates, plans, and attends department meetings and events such as strategic planning meetings, retreats, department meetings, events, workshops and social events. This involves the selection and booking of venues, arranging catering, issuing invitations and monitoring RSPVs, coordinating audiovisual and teleconferencing technology, initiating and assisting with the preparation of agendas, as well as materials preparation and distribution
- In coordination with the Department Head and Manager, Business Operations, assists in the Faculty hiring process: places recruitment advertisements, gathers and coordinates confidential sensitive information from applicants and referees, compiles and organizes applicant dossiers, distribute dossiers to search committee, initiates invitations, plans itineraries, coordinates applicant visits, travel, and accommodation,
- Tracks and maintains the schedule of faculty sabbaticals and leaves, processes leave applications, and gathers and files study leave report.
- Maintains complete and confidential personnel files for faculty and staff members. Responsible for file management, retention, and disposal of personnel files in alignment with UBC document retention best practices and guidelines.
- Provides support in departmental marketing and recruitment activities; prepares designs for departmental marketing materials, and supports the maintenance of MTRL Department website and AV Screens content.
- Assists with on-boarding processes including collecting documents, issuing keys and providing building access.
- Responds to telephone, e-mail and in-person enquiries and provides information and advice of a general nature
- Arranges accommodation for Department visitors
- Books Departmental events for research groups, graduation events, Imagine Day etc.
- Performs other related tasks as required
Consequence of Error/Judgement
Handles confidential and sensitive information. Requires judgement, initiative, attention to detail and creativity to accomplish tasks while respecting collective agreements and policies. Errors in judgment or ineffective communication may lead to inefficiency of operation, poor internal and external relations, or missed deadlines. Breach of confidentiality could adversely affect the Head's association with faculty, staff, external parties or professional organizations or, in the extreme, lead to grievances and legal action. Errors may result in long term consequences for faculty members regarding promotion, tenure or funding opportunities.
Supervision Received
The incumbent is expected to carry out their duties independently and with minimal supervision. Consults closely with the Program Directors, Manager and the Department Head. Receives initial instruction on new responsibilities, in terms of objectives, and is expected to take initiative, problem-solve, determine course of action and follow through independently. Brings important matters to the attention of the Department Head, Program Directors or Manager. Head approves agendas for Dept. meetings, itineraries for faculty candidates, etc. Certain processes (e.g. ARPT) are governed by established policies and procedures while others are open to interpretation. Knowledge, initiative and sound judgement are required. Receives general office supervision from Manager.
Supervision Given
Will supervise Work-Learn and Co-op Students, may explain work procedures to new, temporary or inexperienced staff.
Minimum Qualifications
- High School graduation, plus one year of post-secondary education, 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
- Exercise diplomacy, sensitivity, tact, discretion and confidentiality for matters pertaining to personal information of Department students, faculty and staff.
- Deal effectively with a diversity of people and to deal with people in a courteous, calm manner.
- Work effectively independently and in a team environment.
- Multi-task, manage multiple concurrent priorities, prioritize work and meet deadlines, handling heavy volumes during peak periods, while maintaining accuracy and attention to detail.
- Take initiative and exercise sound independent judgment within areas of responsibility and to initiate and follow up actions from brief instructions.
- Effectively use Microsoft Office Suite Outlook, MS Word, MS Excel, Adobe Acrobat at an advanced level, and have a working knowledge of web publishing software and web maintenance preferred.
- Create statistical reports and analysis from multiple data sources and databases.
- Compose correspondence, reports, presentations, brochures, pamphlets and other written materials using clear, concise business English.
- Deal effectively with students, co-workers, and the public in a sensitive, professional, efficient and courteous manner.
- Communicate effectively in writing and orally.
- May be required to perform some physical duties of moving boxes, retrieving files and managing the removal of confidential documents for shredding (approximately 20lbs).
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