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.

Note:Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

Job Summary
This position is responsible for the coordination and completion of a variety of projects related to the efficient administration, organization and operation of the Senior Advice, Office of the Dean and VP Health and the Strategic Advisor, Government Relations. The incumbent works with both the Senior Advisor and the Strategic Advisor on a daily basis dealing with complex issues of the Faculty of Medicine governance, administration, and external relations, including with the FoM Dean’s Executive, UBC Health senior leadership, internal and external UBC constituents, health authorities, and both provincial and federal government officials. This role also provides administrative support for the Strategic Initiatives team.

Responsible for the strategic, operational, and administrative organization of the Senior Advisor and the Strategic Advisor. Manages strategic priorities and drives a variety of ongoing, annual and one-time projects and activities to ensure efficiency and efficacy of the initiatives and goals. Manages the commitments of both roles, requests for information, meetings and makes the appropriate linkages with the other members of the FoM Dean’s Executive team and UBC Health senior leadership. Conducts research, advising options and courses of action. Manages mandates of strategic planning and governance and administrative committees and strategic planning groups, ensuring that they fulfill their mandates in the most efficient and timely manner. Prepares presentation and materials for internal and external constituents, as required. Confidentiality, tact and diplomacy are critical to this position.

This position deals with highly confidential and sensitive material and matters, relating to faculty administration, government, and health authorities. A high level of integrity is required in maintaining confidentiality. This position manages information in an extremely demanding environment requiring the highest level of tact, discretion and sensitivity. The incumbent is expected to apply an extensive understanding of the objectives and mandate of the Office of the Dean, FoM and the VP Health portfolio, the operating procedures and functions of its departments, university policies and procedures and related organizational protocols.

Work Performed
Manages various projects and parts of projects for the Faculty of Medicine, this includes: identification, implementation, review, and management of all aspects of the project cycle including analyzing and evaluating outcomes and providing advice on improvements.

Ensure the Senior Advisor and Strategic Advisor are kept abreast on new developments that are related to various projects and meetings.

Responsible for a variety of projects to ensure the efficient administration, organization and operation for the Senior Advisor and Strategic Advisor.

Analyze information provided internally or by external agencies and writes/drafts various communications on behalf of the Senior Advisor and Strategic Advisor.

Responsible for the initiation, research, prioritization and determination of appropriate course of action, referral or response on matters identified by the Senior Advisor and Strategic Advisor in support of current issues.

Prepares briefing notes and plans for the Senior Advisor and Strategic Advisor by analyzing, researching and drafting notes for review.

Serves as the primary point for the Senior Advisor and Strategic Advisor; communicates on behalf of the Senior Advisor and Strategic Advisor as needed.

Independently researches, prioritizes and follows up on multiple issues and concerns identified by the Senior Advisor and Strategic Advisor, including those of a sensitive or confidential nature, determines appropriate course of action, referral, or response.

Writes/initiates drafts of confidential communications for the consideration of the Senior Advisor and Strategic Advisor pertaining to the units and faculty; inter-Faculty and University matters; external relations and activities. These communications will deal with sensitive matters and must be prepared using extreme diplomacy.

Prepares presentation and materials on behalf of the Senior Advisor and Strategic Advisor for internal and external constituents, as required.

Deals with faculty members, staff, government representatives, internal and external constituents, and others in a professional manner. Consistent with the Faculty’s professional Standards documents, the Faculty is committed to the highest level of professionalism in all interactions.

Other duties as required.

Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have negative impact on the Office of the Dean and the University resulting in poor public relations, financial costs, loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise independent judgment. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with government, high profile members and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.

Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes were deemed appropriate.

Supervision Received
This position works independently under the direction of the Senior Advisor, Dean of Medicine and VP Health and the Strategic Advisor, Government Relations. They report operationally to the Manager, Executive Operations and Administration.

Supervision Given
May supervise temporary staff or students.  

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the 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

UBC experience preferred. Experience providing executive level support. Proven administrative experience in a large and complex organization. Experience working with individuals at senior levels. Experience in managing projects that involve a variety of stakeholders. Knowledge of University policies, procedures, governance and administrative systems preferred. Ability to effectively facilitate groups to achieve appropriate outcomes. Strong organizational, problem-solving, planning and analytical skills and possess an excellent attention to detail. Must be highly proficient in word processing, spreadsheet, presentation, project planning and scheduling applications. Proficient in the use of English grammar, spelling, punctuation and professional terminology. Proven ability to communicate professionally and tactfully, both orally and in writing. The incumbent must demonstrate a high degree of professionalism and possess excellent public relations and interpersonal skills in dealing with a diverse range of offices and organizations. Ability to compose correspondence and other written materials using clear and concise business English. Ability to work independently and cooperatively both within the UBC community and with external stakeholders. Ability to effectively manage multiple tasks and priorities. Ability to maintain accuracy and attention to detail. Ability to exercise judgment, tact, discretion and diplomacy. Pro-active cognizant of conflicting priorities with the ability to advise and direct resolutions.