Executive Administrative Assistant

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

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 Summary

The Azar lab is led by Principal Investigator (PI) Dr. Pouya Azar at Vancouver General Hospital’s Complex Pain and Addiction Service (CPAS) and UBC Department of Psychiatry, Faculty of Medicine. The lab is driving the Innovations in Mental Health, Addictions, and Pain Program (IMAPP), Canada's first translational research hub that integrates three areas: substance use, mental health, and pain. It conducts clinical and translational research focusing on the development and evaluation of novel opioid agonist treatment protocols and medical devices to improve the health outcomes for patients with mental health and substance use disorders.

The Executive Administrative Assistant will provide high-level administrative and operational support to Dr. Azar and his team across research, teaching, and clinical work. This position involves overseeing communications, scheduling, travel, financial administration, and team coordination, requiring exceptional organization, discretion, and professionalism.

This position is primarily on-site at a health facility.
Organizational Status

The Executive Administrative Assistant will be reporting directly to the PI, Dr. Azar, while collaborating closely with team members and relevant stakeholders to support effective operation of the research team.
Work Performed
    

●          Serve as a primary point of contact for the PI, including daily check-ins to identify priorities and tasks that require his input and output.

●             Monitor and manage the PI’s email accounts, responding to inquiries and drafting correspondence as appropriate.

●             Manage and maintain the PI’s calendar, including scheduling meetings, coordinating logistics, and communicating availability. This may include setting meetings that involve the PI on behalf of his collaborators.

●             Arrange domestic and international travel, including accommodations, itineraries, and related logistics.

●             Support the preparation of grants, awards, and funding applications, including drafting documents and securing necessary letters of support and signatures.

●             Coordinate and manage paperwork requiring the PI’s approvals, including reference requests, and reimbursement requests.

●             Prepare and process reimbursements, including contacting the vendors to obtain required documents (e.g. invoices, receipts, etc), information to set them up in the payment system, and send out the cheque requisition request.

●             Obtain required approvals and signatures for financial and operational documents.

●             Manage lab purchases, including meals, equipment, and service recognition items.

●             Bookkeep expenditures, and revenues with high accuracy and detail.

●             Prepare regular accounting reports to leadership to facilitate human resource and budget planning.

●             Support the manager and PI with setting up contracts in coordination with institutional requirements.

●             Facilitate the credentialing process for observerships, research assistantships, including obtaining medical affairs and operational approvals.

●             Organize and support in-person meetings, including setup, catering, and donor engagement logistics.

●             Support with planning and executing team events, including setup, catering, and donor engagement logistics.

●             Performs other duties as needed.
Consequence of Error/Judgement

Due to Dr. Azar’s demanding workload and the time-sensitive, high stakes nature of the responsibilities, this role requires exceptional accountability, timeliness, and discretion. The Executive Administrative Assistant must consistently demonstrate sound judgment and attention to detail, as errors could disrupt workflow efficiency, compromise the integrity and professionalism of the PI, and negatively impact the success of the research lab.
Supervision Received
The incumbent will work independently but closely with and under the direction of Dr. Azar and the research manager, and is expected to be self-directed, taking initiative as a collaborative team member. This individual must follow established policies, procedures, and employee standards of UBC and VCH and will receive specific instructions only on unusual problems or on matters which depart radically from established policy and procedures.

Supervision Given

There is no significant supervision that the incumbent needs to give. The individual may have to guide team members through certain administrative procedures.
Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an 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

●             High school graduation, plus 2 years of post-secondary education, plus 4 years of related administrative experience; or an equivalent combination of education and experience; or an equivalent combination of education and experience.

●             Previous experience in executive-level administrative support, or supporting senior leadership in an academic, research, or healthcare setting is an asset.

●             Exceptional organizational and time-management skills with the ability to manage multiple priorities under tight deadlines.

●             Proven ability to maintain confidentiality and exercise discretion in handling sensitive information.

●             Ability to independently apply a broad knowledge of policies and procedures.

●             Ability to draft complex correspondence for signature, and write reports in clear concise business English.

●             Ability to supervise, establish standards of performance and resolve work problems.

●             Proficiency with Google Workspace, Microsoft Office Suite, and institutional systems such as Workday is preferred.

●             Experience with budgeting, bookkeeping, and reimbursement processes preferred.

●             Professionalism, diplomacy, and sound judgement when representing Dr. Azar and the lab.