UBC Careers – Executive Administrative Coordinator

Job Description:

This position provides executive level, confidential management and administrative support to the Office of the President. The position requires a broad and extensive knowledge of the organization and operation of the University. The position handles highly confidential and sensitive matters relating to senior university administration, government and the private sector. A clear understanding of the goals of the Office of the President is essential.

Job Responsibilities:

• Manages special projects as assigned. This includes drafting project plans, scope and timelines for a variety of projects and initiatives in the Office of the President.
• Reviews and drafts responses to complex correspondence from internal and external sources such as students, staff, faculty, senior administrators, the external community, government and industry, including answering questions on policies and procedures, making appropriate referrals, synthesizing comments, and investigating complaints.
• Evaluates current policies and procedures and develops plan for updating and implementing new procedures based on the changing needs of the Office of the President.
• Oversees the daily preparation of electronic briefing materials; reviews briefing notes, exercising knowledge of complex issues facing the University to ensure they meet the President s needs and are timely and appropriate.
• Responsible for strategically managing unit reviews as well as the searches, appointments and reappointments of Vice-Presidents and direct reports to the President. Works directly with those selected to ensure smooth and effective transition to appointment at the University.
• Supports the Executive Assistant to the President in reviewing all correspondence, including e-mails, and responds on the President s behalf as appropriate to requests and follows up as required.
• Plans and manages submissions and related strategic materials on behalf of the Office of the President within appropriate timelines. This includes working closely with the Executive Assistant to the President and the Executive Director; with extensive interaction with internal and external stakeholders.
• Manages the President s awards on behalf of the Office of the President. Works closely with the Ceremonies & Events Office for the preparation and planning of award ceremonies. Ensures events are planned, staffed, and budgeted appropriately. – Strategically manages the time and commitments of the Executive Director.
• Develops and ensures integrity of reports from the Office of the President for submission to the Board (e.g. President s Activity Report).
• Manages and plans the coordination of weekly Executive meetings. This includes tracking submissions from the Executive Team, creating agendas, distributing materials, and providing logistical support for meetings. Provides direction to lower level roles for scheduling and additional support as required.
• Acts as the primary contact for requests and enquiries from government and student groups that require the President s attention. Manages incoming correspondence, requests, and scheduling from Government Relations and student groups.
• Manages complex travel arrangements for the President, including briefing materials and meeting coordination. Oversees the coordination of less complex travel arrangements.

Job Requirements:

• Experience working with individuals at senior levels and in complex environments, or comparable University or corporate experience
• Ability to maintain accuracy and attention to detail.
• Ability to accurately maintain appointment calendars, and schedule appropriate appointments.
• Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
• Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.
• Ability to politely screen calls, direct as appropriate, and take accurate messages.
• Ability to effectively use MS Office at an intermediate level.
• Ability to review, analyze, and synthesize complex information into summaries and reports.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to communicate effectively verbally and in writing.
• Ability to listen actively and attentively, and obtain clarification as required.
• Ability to make decisions and recommendations involving highly complex issues.
• Ability to make thoughtful, informed, and thorough decisions.
• Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
• Ability to exercise sound judgment.
• Ability to deal with people in a courteous, calm manner.
• Ability to identify and respond to contentious or politically sensitive issues with discretion.
• Ability to exercise tact and discretion.
• Ability to work effectively independently and in a team environment.
• Ability to explain, assign, and monitor work of search consultants.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to locate required information using a variety of methods (e.g., online information sources, manuals, expert sources).

Job Details:

Company: The University of British Columbia

Vacancy Type:  Full Time

Job Location: Vancouver, BC, CA

Application Deadline: N/A

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