Seeking Assistant to the Head: Apply by January 24

The Department of Art History, Visual Art, and Theory (AHVA) at the University of British Columbia invites applications for the CUPE 2950 Administrative Support 4 position of Assistant to the Head, with an anticipated start date in February 2018.


To provide wide-ranging personal and confidential secretarial and administrative support to the Department Head of the Department of Art History, Visual Art and Theory (AHVA). Major responsibilities include: coordinating the Head’s schedule; managing confidential personnel files and processes for faculty and sessional searches, tenures, and promotions; overseeing the organized and efficient operation of the Head’s office; providing clerical support to the Head; communicating and liaising tactfully and effectively with a wide-range of department stakeholders and organizing and implementing departmental events and meetings.

The Department is housed in several buildings on the UBC-Vancouver Point Grey Campus: the Frederic Lasserre Building, Auditorium Annex A, the Old Fire Hall, B.C. Binning Studios, Dorothy Somerset Studios, and the Audain Art Centre. Based in the departmental administrative offices in the Frederic Lasserre Building, the Assistant to the Head interacts frequently with AHVA’s 23 full time faculty, 12 sessional lecturers, adjuncts and visitors, postdoctoral fellows, graduate and undergraduate students, and over 10 staff. The Assistant to the Head also liaises with staff from the Faculty of Arts Dean’s Office, Faculty Relations and special departmental visitors. 


The Assistant to the Head works closely with and reports to the Department Head and Administrator. The incumbent interacts and communicates with faculty, graduate and undergraduate students, staff, alumni, department visitors, staff from the Faculty of Arts Dean’s Office, Faculty Relations, the UBC School of Graduate and Postdoctoral Studies, and other academic and administrative units on campus. 


High-school graduation and two-year post-secondary diploma. Training in office procedures and secretarial practices. Undergraduate degree in a relevant discipline preferred. 4 years related experience or the equivalent combination of education and experience. Computer experience required (Word, Excel, ePAF, eRecruit, ISIS preferred). Knowledge of visual arts and art history preferred. Ability to maintain accuracy and attention to detail. Ability to create and accurately maintain record and filing systems and a neat and tidy office environment. Ability to work effectively both independently and in a team environment. Ability to use word processing, spreadsheet, database, web, scheduling and electronic mail applications at an intermediate level. Ability to type 60 words per minute and to operate normal range of automated office systems and office equipment. Ability to prioritize and work calmly under pressure to meet deadlines. Outstanding and demonstrable written and oral communication skills. Demonstrated ability to compose, proofread, and edit documents. Ability to read and comprehend technical documents such as collective agreements and policy statements. Experience delivering high level customer, client, and/or guest service. Ability to exercise initiative, tact, discretion and courtesy with a diverse range of people and stakeholders. Ability to maintain order and control. Ability to take and transcribe accurate meeting minutes.

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.

Please refer to the full posting and apply online at http://www.hr.ubc.ca/careers-postings/staff.php under JOB ID 28737 or http://staffcareers.ubc.ca/28737. Applications close at midnight on January 24, 2018. Inquiries to Andrea Tuele, Administrator, andrea.tuele@ubc.ca.