Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr8)
Job Title
Assistant to the Head
Department
Administrative Support | Department of Sociology
Compensation Range
$4,739.00 - $5,102.00 CAD Monthly
Posting End Date
August 14, 2025
Note:Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
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
Providing confidential senior level administrative support to the Head of the Sociology Department, the incumbent organizes and completes the administrative tasks of the department, requiring a thorough knowledge of office routines, department functions and UBC policies and procedures. Responsible for maintaining and updating department procedures and processes under the guidance of the Department Head and Manager of Administration, this role alerts and consults with the Department Head and Manager of Administration on routine procedures and complex or unique situations or problems. The incumbent coordinates all human resources processes for faculty members including reappointment, promotion and tenure, merit processes for tenure/tenure-track faculty members, and the recruitment or retirement of new faculty members, in addition to assisting the Manager of Administration with staff appointments where appropriate. This role manages communications and publicity for the department. The incumbent may also oversee the coordination (or organization) of special projects on behalf of the Department Head or Manager of Administration.
Organizational Status
Reporting to the Manager of Administration, the incumbent works independently on most tasks, seeking guidance from the Department Head or Manager of Administration with new or complex issues. The incumbent works with faculty, staff, students, and researchers and liaises with numerous University offices including the Dean of Arts Office, Faculty Relations, Human Resources, Arts Finance, Payroll, Arts IT, Arts Communications and UBC Communications and Marketing. This role is responsible for providing orientation and initial training to new faculty, staff and student employees on policies and procedures including safety and privacy matters and supervises at least one student throughout the year.
Work Performed
- Provides day-to-day senior level administrative support to the Department Head which includes responding to complex inquiries and providing information of a complex nature on behalf of the Department Head, and composes complex correspondence
- Maintains the Department Head’s schedule and calendar and ensures all materials are prepared in advance of meetings, maintaining bring forward items for the Head. Attends meetings and takes notes as appropriate
- Facilitates set up, and attends Department meetings; initiates calls for agenda items, gathers information, prepares agenda, prepares and supports Zoom, sets up room, AV needs, takes minutes, takes polls (both in person and via Zoom) and tracks follow-up items
- Drafts and edits reports, compiling data and conducting routine research on various topics for the Department Head. Compiles reports utilizing statistics available in Course Evaluation (SEoT) Reports and in the Tableau Server (Arts Reports). Coordinates the process for Department Review, collecting and assembling data, compiling reports, scheduling visits, arranging meetings as directed by the Department Head and Manager of Administration
- Organizes Department special events, such as Imagine Day, graduation receptions, academic launches, end-of-term celebrations, etc. as requested by the Department Head or Manager of Administration and communicates event requirements to appropriate staff for implementation
- Coordinates all logistics for Department’s annual Seminar Series: arranges visiting speakers travel and accommodations, publicizes events, creates posters, and co-ordinates visit/events; prepares and supports Zoom, sets up room, AV needs during event
- Supports the Head with management of the offer process to new Faculty hires, coordinates relocation and ensures appointment process is completed accurately and in a timely manner.
- Schedules and coordinates the Standing Committees on Faculty tenure, promotion and reappointment reviews, preparing required support materials for external reviewers and department committee members. Coordinates the submission of material to the Dean s Office for further review, following through to track progress until final resolution.
- Establishes and maintains Faculty personnel files. Coordinates such confidential processes as merit increases, sabbatical applications and various types of leave.
- Working directly with Manager of Administration, prepares offer letters, submits and tracks appointments for sessional instructors, visiting faculty, and postdoctoral fellows.
- Provides advice and guidance to faculty members and resolves problems relating to Payroll, Human Resources, Faculty Relations, chairs of committees, candidates, department personnel, and the Dean’s Office
- Oversees and updates orientation processes and material for new faculty and staff; co-hosts new faculty orientation meeting with Manager of Administration, Programs Manage
- Handles communications for Department, advancing strategies for promotion of the department and departmental accomplishments, within UBC, as well as nationally and internationally
- Oversees and updates all Department digital communications content including the department website homepage and carousel pages, social media accounts and UBC Digital Sign
- Oversees and manages public displays for the Sociology Department within the Anthropology and Sociology Building with guidance from the Manager of Administration
- Works with the Department Head and Manager of Administration and liaises with Arts Communications / UBC Communications and Marketing to evaluate, plan, develop, and advance the communications and marketing plan for the Sociology Department
- Coordinates and works with the Department Head and Manager of Administration to provide input on administrative policies and procedures for the Department
- Provides support to newly hired faculty including the faculty relocation process, working with the faculty member, moving company, Relocations Services, and Payment & Procurement Services
- Assists the Department Head and Manager of Administration to advance the communications and marketing plan by developing content and liaising with Arts Communications/UBC Communications and Marketing
- Assists faculty members with research grant application processes as directed by the Manager of Administration
- Retains Department VISA: makes travel and entertainment purchases on behalf of the department, seeks proper approvals, assigns expenses to correct Worktag, provides monthly reports to the Manager of Administration for review and approval
- Provides mentoring to junior staff and trains them to resolve routine and unique/complex problems
- Works with the Manager of Administration to carry out strategic goals and initiatives to create an effective staff team
- Hires, trains, supervises and evaluates job performance of no less than one Work Learn student
- Compiles and tracks faculty award nominations and successful awards
- Assists Department Faculty Committees as needed
- Performs any other duties related to the requirements of position
Consequence of Error/Judgement
The nature of the work demands planning the sequence of duties, the work methods to be employed, and the action to be taken, often on unusual problems. The incumbent requires independent judgment, tact, discretion and initiative, based upon a thorough knowledge of procedures, guidelines and regulations. Errant decisions or communications could have a serious impact on operations and the reputation of the department and University.
Supervision Received
Reporting to the Manager of Administration, the individual works independently under broad direction. The Department Head or Manager of Administration may provide direction when assigning new duties, facing an unusual or unique situation, or establishing procedures that might be controversial or have wide-range effects.
Supervision Given
The incumbent is responsible for hiring, supervising and evaluating no less than one Work Learn student and mentoring staff. The incumbent also orients new faculty, staff or student employees into departmental routines and procedures.
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
- Ability to deal with a diversity of people in a calm, courteous and effective manner while adhering to established requirements.
- Demonstrates a high level of confidentiality.
- Thorough knowledge of UBC Human Resources and UBC (BOG) Policies and Procedures guidelines, and ability to navigate Canadian government websites re employment legislation.
- Effectively navigate within UBC Management Systems Portal (Workday) as well as ISIS, Scientia, CMS (Wordpress), Connect, and Workspace. Knowledge of advanced functions in Microsoft Word Office, Outlook, Adobe, Wordpress. Experience with UBC systems – Workday, ISIS, DIDC and Canvas.
- Ability to exercise judgment, tact, discretion and diplomacy, and discretion with confidential material.
- Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters). Ability to accurately create and maintain records. Ability to take and transcribe accurate meeting minutes. Ability to exercise sound judgment. Ability to prepare and adjust schedules to accommodate all requirements. Ability to accurately proofread for spelling, grammar, and punctuation. Ability to identify and correct missing and incomplete data.
- Exceptional interpersonal skills; strong oral and written communication and organizational skills.
- Knowledge of UBC communication procedures, and strong commitment to keep up with best practices.
- Ability to prepare and adjust schedules to accommodate all requirements. Ability to accurately proofread for spelling, grammar, and punctuation. Ability to identify and correct missing and incomplete data. Website design and maintenance skills (Wordpress, HTML)
- Preference given to those with experience and ability to initiate and support safety, health and sustainability. Experience with procedures of Risk Management and WorkSafe BC. Engagement with UBC and wider Sustainability issues and initiatives.
- Ability to work independently with minimal supervision as well as in a team environment.
- Ability to demonstrate initiative and good judgment