Union Status

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

Job End Date

March 31, 2027

Contract Details

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.

EEO Statement

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 skilled work ethic and manner, a high level of customer service, and exceptional written and oral English communication skills.

Primary Responsibilities

- 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
- All other tasks necessary to assist with the ADR's day-to-day and cyclical duties

Additional Responsibilities

- Assisting the Director, Research Development, with administration related to research communications, research funding and research-development events, as needed
- Greeting visitors, answering, screening, prioritizing all incoming phone calls and emails, and handling all incoming and outgoing mail in ORE
- Responding to inquiries and providing information with an emphasis on professionalism, accuracy, and courtesy
- Maintaining a thorough knowledge of the University's structures and protocols in relation to the Faculty's mandate for research

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
- Ensures adequate time between meetings and that documentation requirements for meetings and other commitments are met while keeping the ADR apprised of daily responsibilities, meetings, deadlines and potential changes in schedule, prioritizing urgent requests
- 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 el

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📌 Administrative Assistant to the Associate Dean (Vancouver)
🏢 UBC
📍 Vancouver