The Executive Assistant, HR provides executive support to the two Associate Vice-President's (AVP), HR, and works effectively to administer the HR department's administrative needs, including managing, coordinating and overseeing administrative activities of the HR office related to facilities management, and planning and procurement.
Reports to the Executive Assistant to the Vice-President Human Resources (VPHR).
Takes daily direction from the AVPs HR.
The position liaises with a broad range of stakeholders, including departmental staff, Managing Directors on central HR office facilities and administrative activities, embedded HR teams, and leadership across UBC.
Responsible for the day-to-day management of the AVP Offices, including ensuring mail/emails, phone calls, appointments and materials are appropriately and expeditiously handled, utilizing appropriate judgment in all actions, handling or routing requests appropriately. Responsible for effectively communicating with other VP's and President's offices and external consultants, as it relates to the AVPs. Ensures requests for information from the AVPs to others are appropriately tracked to completion.
Analyses and strategically monitors the AVPs commitments with respect to both non-complex and complex and/or significant issues, and assesses requests for non-routine meetings exercising judgment as to the best use of the AVPs time, based on the incumbent's knowledge of current priorities within the portfolio. Responsible for alerting and advising the AVPs on conflicting priorities and recommending alternatives. Attends meetings, where needed, to track minutes and follow-up on action items in support of the AVPs.
Provides high level document management skills, including creating templates for the team, editing, formatting and proofreading of documents, creating or editing of PowerPoint presentations, document storage and archival. This is critical for materials going to the VPHR, Executive Team, and Board of Governors.
Uses well-developed IT skills to identify, build and follow through on innovative document management solutions and technological systems for the VPHR office management.
Coordinates all travel arrangements and expense transactions for the AVPs.
Oversees the development, launch, and implementation of new projects and initiatives in support of the AVP Offices.
Provides leadership in problem solving, project planning and management, and development and execution of identified goals, priorities and objectives.
May train, oversee and direct the work of temporary clerical staff and students.
Proactively maintains up to date organizational charts for their areas.
Manages HR departmental space and facilities including advising on planning and negotiating space for the Department. Oversees office moves, repairs, renovations and office furnishings. Oversees office equipment, records management, security, building maintenance and service contracts. Researches, negotiates and finalizes agreements, leases or purchases (office equipment, furniture etc.). Identifies and recommends more effective ways to utilize space.
Assesses effectiveness of HR work processes and revamps systems and protocols as needed to meet changing work needs and leads the transition of the HR department to a more sustainable and efficient records management system.
Oversees the planning, organization, and execution on a variety of events in support of the HR Office.
Supports a smooth and positive onboarding experience for new employees joining the HR team.
Performs other related duties as required.
Consequence of Error/Judgement
Along with the EA to the VPHR, this position is the face of the HR leadership team and requires positive energy, must be customer service focused, professional yet fun, highly trustworthy, and requires judgment, tact, discretion and initiative to an outstanding degree. Errors in judgement with internal or external constituents could have a negative impact on the University resulting in legal implications, poor public relations and financial costs. Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise judgement and flexibility in establishing priorities and carrying tasks through to completion in a timely manner.
Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University, faculty and staff 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 if deemed appropriate.
The position reports to the Executive Assistant, VPHR. The position takes direction from the AVP HR (Strategic Advisory Partnerships), and the AVP HR (Strategic Initiatives and Programs).
The incumbent performs duties independently with work subject to periodic review and consultation by the Executive Assistant, VPHR to ensure that the work performed meets the departmental objectives.
This position manages administrative staff utilized on a temporary basis from Hiring Solutions.
Undergraduate degree in a relevant discipline. University degree in business administration or related discipline. Minimum of two years of related experience, or the equivalent combination of education and experience. Experience in human resources and financial management.
Undergraduate degree in business administration or a relevant discipline. Minimum of two years' experience or the equivalent combination of education and experience. Experience in human resources and financial management.
Proven administrative experience in a large and complex organization. Knowledge of University policies, procedures, financial and human resource systems is an asset but not required.
Knowledge of office software applications. Proven ability to supervise, take initiative and problem solve. Effective team building, organizational, planning and analytical skills. Ability to exercise leadership.
Proficient in the use of English grammar, spelling and punctuation and professional terminology including the ability to compose correspondence and other written materials using clear and concise language.
Ability to effectively facilitate groups to achieve appropriate outcome.
Proven ability to communicate with confidence professionally and tactfully, both orally and in writing to compose correspondence.
Ability to work independently and cooperatively both within the UBC community and with external stakeholders. Demonstrated ability and experience to work effectively with representatives from both the public and private sectors. Experience in managing projects that involve a variety of stakeholders.
Ability to maintain accuracy and attention to detail. Ability to exercise judgment, discretion and diplomacy