Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Administration, Level A Job Title Interim Assistant Manager, Office of the Vice Dean, Education Department Office Support | Office of Education | Faculty of Medicine Compensation Range $5,964.75 - $8,573.08 CAD Monthly 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. Posting End Date July 25, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date April 7, 2028 Please provide a cover letter as part of your application. Note that this is a leave replacement role. At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. Job Description Summary The Assistant Manager, Office of the Vice Dean, Education (OVDE) is responsible for the operational and administrative functions of the OVDE, UBC Faculty of Medicine (FoM). Working closely with the OVDE senior leadership, including the Vice Dean, Education (VDE), Senior Director, Education Programs and Services (SD), and Administrative Director, OVDE (AD), the role supports priority setting and leads a variety of ongoing, annual, and one-time initiatives. This position also oversees the organization of OVDE senior leadership commitments, all committees, councils, and events within the OVDE portfolio, and manages the recruitment process for administrative leadership positions reporting to the SD and AD. The incumbent works closely with the Executive Administrative Coordinator, OVDE (EAC), providing day-to-day guidance, workflow support, and operational oversight to ensure overall alignment of the OVDE senior leadership’s priorities. The position will be based at the UBC Vancouver Campus at Djavad Mowafaghian Centre for Brain Health with occasional travel to other sites (e.g., Gordon and Leslie Diamond Health Care Centre) to support activities within the OVDE. Organizational Status Our Vision: To Transform Health for Everyone. The Office of Vice Dean, Education (OVDE) is responsible for multiple annual education budgets and for providing critical support and guidance to all educational programs offered within the Faculty of Medicine at all sites across British Columbia: MD Undergraduate Program (MDUP) (in partnership with the Universities of Victoria, Northern British Columbia, and UBC Okanagan), Postgraduate Medical Education (PGME), Health Profession (HP) programs, Continuing Professional Development, Faculty Development, Vancouver Summer Program, and all other educational support units that support the teaching and education delivery of the Faculty of Medicine undergraduate, graduate and postgraduate programs. Work Performed Responsible for a variety of one-time or annual initiatives to ensure the efficient administration, organization and operation for the Office of Vice Dean Education (OVDE) senior leadership. This position liaises with faculty and staff within the Faculty of Medicine (FoM) Education Portfolio, FoM Dean’s Executive team, FoM, UBC central units, external stakeholders, and the public. Representing the OVDE, this position maintains high professional and service standards and serves as the first point of contact for internal and external stakeholders. Works closely and maintain regular communications with the EAC, providing senior-level coordination and oversight in analyzing, strategically managing the OVDE senior leadership’s strategic priorities and commitments with respect to complex and/or significant issues; assesses meeting requests, exercising judgment and critical thinking as to the best use of the senior leadership’s time, based on the incumbent's knowledge of current Faculty priorities. Develops confidential communications, including documents, briefing notes, speaking notes, and reports related to the OVDE portfolio on behalf of the OVDE senior leadership. Exercises discretion, diplomacy, and sound judgment when handling sensitive and confidential information. These communications will deal with sensitive matters and must be prepared using extreme diplomacy. Responsible for the initiation, research, prioritization and determination of appropriate course of action, referral or response on matters identified by the OVDE senior leadership in support of current priorities or issues. Independently researches, prioritizes and follows up on multiple issues and concerns identified by the senior leadership, including those of a sensitive or confidential nature, determines appropriate course of action, referral, or response. Provides leadership and oversight on OVDE governance and committee activities, including the planning, administration, documentation, reporting, and follow-up with OVDE committees, councils, and working groups. Drafts and prepares reports, activity summaries, briefing materials, and documentation for Faculty and portfolio leadership committees as required. Oversees and advises on operational, financial, human resource, and administrative processes within the OVDE, including interpreting Faculty and University policies, identifying operational or compliance risks, resolving non-routine issues, and recommending process improvements to support effective portfolio operations. Provides oversight and leads the review and improvement of operational processes supporting the OVDE senior leadership, including workflow design, issue escalation, information flow, service standards, and operational continuity. Develops and implements procedures, resolves non-routine operational issues, and recommends improvements to support effective, consistent, and confidential operations aligned with OVDE priorities. Provides coverage for staff members within the OVDE as needed. Other duties as required to support the operations of the OVDE. Consequence of Error/Judgement Consistent with the Faculty’s Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions. This position requires judgment, critical thinking, tact, discretion, and initiative to an outstanding degree, especially in handling matters of non-routine nature requiring the interpretation of University and Faculty guidelines, procedures, and policies. The Office of Vice Dean, Education (OVDE) routinely deals with sensitive and high-priority issues. Tact and discretion in dealing with confidential and sensitive matters is paramount. Errors in judgment with internal or external constituents could have negative impacts on the OVDE, Faculty of Medicine (FoM), and the University resulting in legal action, negative public relations, financial costs. 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 and high-profile members. Supervision Received Reports to the Manager, Office of the Vice Dean, Education (OVDE). Receives direction and works closely with OVDE senior leadership. Supervision Given Provides work direction and supervision to the Executive Administrative Coordinator, Office of Vice Dean, Education. 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 Proven experience providing senior executive-level support in a large and complex organization. Ability to adapt to changing priorities, set work priorities, work under pressure and meet deadlines within allocated time and resources. Ability to exercise a high level of diplomacy, tact, and discretion when working with information of a confidential and/or sensitive nature and in dealing with various levels of faculty, senior administrators, and external agencies Ability to work strategically and cooperatively in a team environment with all levels of professional, technical, and administrative staff thereby integrating resources in a timely and organized basis. Ability to effectively problem-solve. Ask questions and look for information that helps to identify and differentiate the symptoms and root causes of every day, defined problems. Suggests remedies that meet the needs of the situation and those directly affected. Resolves problems and escalates issues appropriately. Strong communication skills, both orally and in writing, with proven ability to communicate professionally and tactfully. Ability to compose correspondences and other written materials using clear and concise business English. Experience with report writing, minute taking, and policy writing is an asset. Ability to manage projects including the development, implementation, and evaluation of project and communication plans that involve a variety of stakeholders. Ability to consistently foster collaboration and respect among team members by addressing elements of the group process that impede, or could impede, the group from reaching its goals. Knowledge of University and Faculty of Medicine policies, procedures, governance and administrative systems preferred. High proficiency in current versions of MS Office Business Productivity Tools and the ability and desire to learn new operating models and build on an existing organizational proficiency with various project methodologies. The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? 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, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.