Vancouver - Point Grey Campus
Engagement Asst to President
Engagement Assistant to President
Office of the President
$75,507.00 (minimum) - $94,385.00 (midpoint) - $117,980.00 (maximum)
Desired Start Date:
"Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.
UBC is ranked as one of the top 40 universities in the world. As President and Vice Chancellor (President) of UBC, the President is responsible for strategic leadership, upholding academic credibility, enhancing student experience, promoting research and innovation excellence, and leading external relations locally, nationally, and internationally, with various levels of government, First Nations, private and industrial organizations, and funding agencies.
The President not only attends University operational meetings, but also serves on boards and advisory committees, and has a very busy schedule engaging with University stakeholders.
As the President of UBC, a significant portion of his role is actively engaging internally and externally with many stakeholders at formal and informal events, ceremonies, meetings, forums, etc. The President and the President's Office is well supported by other portfolios including External Relations and Development & Alumni Engagement in many of these engagements. This support often includes the preparation of briefing notes and speaking notes, following up on requests from these engagements, and attending events with the President and his Office as required. As the Assistant to the President, the position is responsible to seek opportunities to and/or take the lead to coordinate with other portfolios on support for the President on these engagements. The position will often accompany the President to stakeholder engagements as required in order to record discussions and action items derived from these engagements, and to ensure that the action items are appropriately followed through and taken care of in a timely manner.
The position also supports the President in planning and helping advance activities pertaining to international partnerships.
The Assistant to the President will work closely with the President's Office team on supporting the Office's activities and will take direction from the President, Executive Director and the Executive Assistant dependent upon the nature of the work to be completed.
Reports to the Executive Director, Office of the President. Works closely with all staff in the Office of the President to support plan, manage, deliver and finalize action items. Is in liaison with Vice-Presidents Offices, senior administrators, and University stakeholders.
- Receives briefings from the Executive Assistant to the President (EA) pertaining to the President's engagements for the day and the week.
- Accompanies the President to engagements as assigned and briefs the President on the engagements referencing briefing and speaking notes prepared by the President's Office and or other portfolios such as External Relations and Development & Alumni Engagement.
- During the engagements, the Engagement Assistant may be required to record the President's discussions with the stakeholders (as appropriate) and will note all action items that require follow up.
- Consults with the EA and Executive Director to determine appropriate courses of action;; and work closely with the President's administrative team to manage and follow up on action items while ensuring timely and appropriate responses to the stakeholder.
- Initiates and maintains relationships with key institutions.
- Develops strategies for initiating and/or expanding networks to heighten and advance engagement;
- Develops, plans, advances and implements global partnership strategies
- Hosts and plans for high level incoming international delegates
- Organizes select high profile international events
- Follows up on the development of Faculty and institutional level international agreements
- Assists with travel planning nationally and internationally. May be required to travel in advance of the President to manage and ensure the meeting logistics are executed.
- Plans and develops travel itineraries in consultation with other Executive offices that support the President's engagement with external stakeholders.
- As appropriate and as required, checks draft briefing notes and speaking notes for the President in consultation with others in the President's Office and in other portfolios to ensure alignment and consistency in messaging
- Completes special projects as assigned by the Executive Director.
- Works closely with staff in other portfolios on the coordination, preparation and follow up required in order for the President to fulfill stakeholder engagement responsibilities and desired outcomes
- Performs other related duties as required.
Works independently under the general direction of the Executive Director. Receives instructions from the EA. Responsibilities are defined by the President's needs and goals.
Consequence of Error/Judgement
This position requires a high degree of discretion, tact, judgment and diplomacy. Lack of judgment and discretion in handling action items could have significant repercussions for the Office of the President and seriously impact the University's reputation and its relationship with stakeholders.
Work is often completed within tight deadlines, requiring the incumbent to perform under pressure. The incumbent must demonstrate good public relations and interpersonal skills in dealing with sensitive and confidential matters.
Undergraduate degree in a relevant discipline. A minimum of 5 years of experience or the equivalent combination of education and experience. Experience in a dynamic, outwardly facing, busy and complex working environment or the equivalent combination of education and experience. - Proven coordination experience in an academic or business setting and experience in working for senior outwardly facing leaders.
- Highly developed verbal and written communication skills.
- Knowledge of university policies, protocols and procedures would be an asset
- Is familiar with the University's international activities
- Proven experience in partnership management including the identification and acquisition of new partners in a global environment.
- Proven experience developing engagement, learning and communication strategies. International experience and cross-cultural fluency.
- High level of comfort with consultative processes but persuasive and able to move to consensus quickly, agile in a team environment and in working with a wide range of people at different levels
- Ability to think and act independently and see the broad implications of events/actions, able to see long-range opportunities and potential problems.
- Ability to manage multiple priorities, complex tasks and to meet deadlines.
- Strong and effective organizational, planning, analytical and problem solving skills.
- Excellent interpersonal and diplomacy skills.
- Ability to take initiatives and exercise resourcefulness as well as reach out to others to seek clarity and help when needed
- Sensitivity and familiarity with respect to the importance and diversity of the University's environment, including structures and systems administration.
- Strong consultative and team work skills in order to collaborate on solutions
- Ability to "think on your feet" and deal with shifting priorities.
- Ability to engage with diverse stakeholders in a confident and professional manner.
- Ability to travel locally, nationally and internationally.
- Ability to work outside of the typical work day such as evenings and weekends.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.