Head's Assistant (Administrative Support)

TL;DR

Head's Assistant (Administrative Support): Providing high-level confidential administrative support to the Department Co-Heads with an accent on complex calendar management, committee coordination, and faculty review processes. Focus on maintaining operational efficiency, handling sensitive personnel information, and ensuring seamless communication across the department.

Location: Must be based at the hirify.global Vancouver Campus, Canada

Salary: $4,739.00 - $5,102.00 CAD Monthly

Company

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top public universities in the world.

What you will do

• Manage complex appointment calendars for two Department Co-Heads, prioritizing meetings and minimizing travel time.
• Coordinate departmental committees, including scheduling, agenda preparation, and minute-taking for in-person and hybrid meetings.
• Oversee the collection and organization of Faculty Activity Reports and CVs for annual merit and promotion reviews.
• Draft and execute confidential correspondence, reports, and documentation in accordance with university policies.
• Facilitate faculty reappointment, promotion, and tenure review processes, ensuring adherence to collective agreements.
• Support the Peer Evaluation Committee by compiling teaching reports, data summaries, and maintaining evaluation schedules.

Requirements

• High School graduation plus a two-year post-secondary diploma or an equivalent combination of education and experience.
• Minimum of four years of related administrative experience.
• Demonstrated ability to handle highly confidential and sensitive information with tact and discretion.
• Proficiency in Microsoft Office programs including Outlook, Excel, and Teams.
• Strong organizational skills with the ability to manage multiple tasks and meet strict deadlines.
• Excellent communication skills with the ability to compose clear, concise business correspondence.

Culture & Benefits

• Commitment to employment equity, diversity, and inclusion within the workplace.
• Opportunity to work in a collaborative academic environment at a world-class university.
• Professional development and career growth opportunities within the hirify.global system.
• Standard university benefits and unionized staff support.