Executive Assistant & Project Coordinator

Staff - Non Union
Job Category
M&P - Excluded M&P
Job Profile
XMP - Administration, Level A
Job Title
Executive Assistant & Project Coordinator
Department
Executive Administration | VP Finance and Operations
Compensation Range
$5,063.67 - $7,294.50 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
June 4, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Jul 2, 2024

• Please note this is for a 1 year term

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 Executive Assistant & Project Coordinator provides administrative leadership and operational support to the Treasurer and HR Director, and coordinates project management activities for HR and the VPFO office, including facilitating highly confidential and sensitive projects, providing support to project teams in coordinating projects and leading communications, conducting analyses, and other associated project tasks.
Organizational Status
The EA & Project Coordinator reports to the Manager VPFO Administration, dotted line to the Treasurer and the Director of Human Resources, and provides operational support to VPFO Human Resources and core project teams across the VPFO functions, including communications.
Work Performed
Administration

• Supports the VP Finance and Operations office as required in the absence of the EA to the VPFO and EA to Comptroller to ensure Board of Governor and other critical stakeholders, internal and external are effectively supported with administrative inquiries and reports.
• Operationally analyses work processes and identifies areas for improvement in work flow and office efficiencies.
• Trouble shoots problems to resolution and follow-ups on problems with appropriate offices and departments.
• Provides coverage for the Executive Assistant to the VPFO, and acts as the Board of Governors coordinator for the VP FO as required.
• Writes or initiates draft confidential communications on behalf of the Treasurer.
• Manages with the on/off-Boarding of new hires within the VPFO Office, including accreditation, directory, and purchase of equipment.
• Provides administrative support to the Communications team and the overall VPFO Office
• Manages financial administration, including participating in strategic budget and financial planning.
• Manages, plans and coordinates special and social events, meetings, training sessions, strategic planning meeting and workshops on behalf of the Treasurer, and supports events run by the VPFO units as required.
• Reviews and drafts responses to complex correspondence including researching, compiling, analyzing and writing briefs, reports and other materials.
• Reviews, drafts and edits the Board of Governors and Executive Meetings materials provided by the Treasury Office. Contributes to agenda content, pre-meeting discussions, briefing papers, presentations as required.
• Provides administrative leadership and guidance in support of the Treasurer and HR Director, including strategically managing time and commitments. Handles the calendar, including scheduling meetings, setting up agendas, prioritizing and coordinating events - determining urgency and importance within a number of complex and sensitive issues and other restraints.

Performs Other Duties As Required.
Project Coordination

• Audits HR workstream projects for compliance with UBC policies and procedures. Assesses effectiveness of HR workstream projects and revamps systems and protocols as needed to meet changing work needs.
• Plans and co-ordinates the development and implementation of project plans for key strategic projects related to the VPFO Strategic Plan.
• Refines project requirements, and develops individual project plans within the VPFO and other core project partners based on information collected
• Ensures timely execution of projects, current, planned, and/or adjusted execution of project plans. Facilitates and tracks the decision-making process regarding the management of financial resources for projects.
• Develops project documentation for VPFO projects while coordinating all processes, including communication processes, liaising as needed with the Director, Communications and Engagement

Supervision Received
Works with within general policies and an administrative framework. Work is reviewed in terms of achievement of specific objectives outlined in the projects and confirmed with the Manager VPFO Administration, with inputs from the Treasurer and the Director of Human Resources.
Supervision Given
No formal supervision given but may supervise temporary staff from time to time.
Consequence of Error/Judgement
These projects have political and cultural sensitivity for the VPFO and longer-term impacts to UBC if not done accurately. Errors could have a significant impact on the success of project delivery, subsequent effects on UBC's strategic goals and visions.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Preferred Qualifications
Proficiency with all MS Office Business Productivity Tools, including Microsoft Project.
Excellent interpersonal and team skills. Self-directed and willing to take initiative in relation to carrying out assigned tasks. Ability to work independently, under pressure and meet targets.
Excellent time management, organizational and coordination skills.