Staff - Union
CUPE 116
CUPE 116 Salaried - Administrative Secretary (35 hr)
Administrative Assistant
Administrative Leadership | Administration| Office Management
$4,534.00 - $4,958.00 CAD Monthly
June 8, 2026
Note:Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
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.
Background
Campus + Community Planning (C+CP) is a central planning and policy unit at UBC responsible for guiding the physical, spatial, and community development of the Vancouver and Okanagan campuses. Its work spans campus land governance, long‑term planning, public engagement, transportation and mobility, sustainability, neighbourhood planning, and development and building permitting.
C+CP is comprised of multiple functional units, including four system‑wide portfolios that support both campuses. These units deliver planning, policy, and operational expertise across the university. The Administration unit provides consistent administrative, financial, and operational support to staff and programs across the department, enabling C+CP to deliver integrated, long‑term planning in support of UBC’s academic mission and community objectives.
The Administrative Assistant provides confidential, high-level administrative support to the Director of Sustainability & Engineering and the Director of Community Development and Transportation. The role manages complex calendars, coordinates meetings and travel, supports communications, and oversees procurement and financial processing to ensure the effective operation of the Directors’ offices.
Working within the Administration unit of Campus + Community Planning, the position also contributes to shared office functions that support smooth departmental operations. These responsibilities include coordinating access to designated meeting spaces, assisting with department-wide events, maintaining office supplies, and supporting cross-unit processes.
The Administrative Assistant exercises sound judgment, discretion, and strong organizational skills while managing competing priorities. The role requires the ability to anticipate needs, apply consistent practices, and collaborate with the Office & Administration Manager and administrative team to support workflow improvements and cohesive operations.
Organizational Status
Reports to the Office & Administration Manager, Campus + Community Planning. Has functional responsibility to support the Director of Sustainability & Engineering and the Director of Community Development and Transportation, and may provide support to other units as required.
Work Performed
Executive & Administrative Support to Directors
· Provides confidential, high-level administrative support to the Directors of Sustainability & Engineering and Community Development & Transportation, including proactive management of complex calendars and shifting priorities.
· Coordinates and prioritizes meetings involving internal and external stakeholders at multiple levels, ensuring alignment with Directors’ schedules and operational priorities.
· Anticipates scheduling conflicts and administrative needs, proactively identifying solutions to support Directors’ effectiveness.
· Acts as delegate for the Directors’ Outlook calendars and virtual meeting platforms; manages invitations, responses, meeting logistics, and technology setup.
· Prepares, edits, formats, and proofreads correspondence, reports, briefing notes, presentations, and other materials.
· Arranges travel, conference registrations, and itineraries, and prepares related documentation and expense reports.
· Tracks meeting materials, action items, and follow-ups to support the Directors’ ongoing commitments and decision-making.
· Assists with maintaining personnel records and coordinating employee performance review schedules.
Administrative Support to Office and Administrative Manager
· Supports the Office & Administration Manager in coordinating administrative and operational needs across multiple office locations within Campus + Community Planning.
· Acts as a key on-site administrative contact for the assigned location, assisting with day-to-day office coordination while ensuring alignment with department-wide practices and standards.
· Assists with implementing and maintaining consistent administrative processes, procedures, and office protocols established by the Office & Administration Manager.
· Coordinates site-specific needs such as workspace setup, access, office supplies, and facilities-related requests, escalating issues to the Office & Administration Manager as appropriate.
· Supports office organization, moves, and minor space changes in collaboration with the Office & Administration Manager and relevant stakeholders.
· Helps monitor and communicate local operational needs, providing input to support planning and continuous improvement of administrative services across locations.
· Assists with departmental initiatives, special projects, and process improvements as assigned by the Office & Administration Manager.
· Provides on-site support to staff and visitors, helping address immediate administrative and operational needs in coordination with the Office & Administration Manager.
Administrative Coordination for Unit and Departmental Operations
· Coordinates logistics for team meetings, workshops, retreats, and events, including booking designated meeting spaces, arranging AV/hybrid support, and preparing materials.
· Assists with shared office operations by maintaining common supplies, equipment, and resources across the department.
· Processes and tracks service requests (e.g., Planon, IT, Xerox, Pinnacle) on behalf of staff without system access, ensuring timely follow-up and resolution.
· Assists hiring managers with the coordination of onboarding and offboarding activities by ensuring required administrative information is up to date, coordinating workspace and equipment setup (e.g., computer, desk), and supporting a smooth onboarding experience.
· Maintains departmental directories, distribution lists, and administrative records, ensuring accuracy and consistency.
· Collaborates with the administrative team to support standardized processes, workflow improvements, and backup coverage across units.
· Contributes to administrative initiatives such as record digitization, office organization, and process enhancements in coordination with the Office & Administration Manager.
· Provides basic troubleshooting for common office technology and equipment (e.g., laptops, monitors, peripherals, and meeting rooms AV systems) including checking connections and identifying potential issues; escalates more complex problems to IT or the Office & Administration Manager as appropriate.
Financial Administrative Support
· Prepares and submits expense reports, reimbursements, and invoice processing as a Workday delegate for the Directors.
· Reconciles and manages departmental corporate credit card transactions, ensuring accurate coding, complete documentation, and compliance with UBC financial policies and audit requirements.
· Assists with procurement activities for office supplies, equipment, and shared needs, including preparing purchase requisitions and purchase orders, processing invoices, and coordinating with internal and external suppliers.
· Monitors memberships, subscriptions, and outstanding invoices, ensuring timely renewals and payments.
· Maintains organized and compliant financial and procurement records in accordance with UBC policies and retention guidelines.
Collaboration and Administrative Team Support
· Works collaboratively with administrative staff across Campus + Community Planning to support consistent practices and coordinated service delivery.
· Provides backup coverage for administrative colleagues during absences or peak periods to ensure continuity of operations.
· Builds and maintains effective working relationships with faculty, staff, students, and external partners.
· Responds to general inquiries and redirects requests to appropriate personnel as needed.
· Contributes to a positive, team-oriented environment and supports shared administrative priorities across the department.
· Performs other related duties consistent with the qualifications and classification of the position.
Consequence of Error / Impact of Decision
Work requires careful judgment, attention to detail, and the ability to manage multiple priorities. Errors or omissions may result in scheduling conflicts, financial discrepancies, or delays in administrative processes, impacting the effectiveness of the Directors and overall departmental operations.
Inaccurate financial processing or failure to follow established procedures may result in audit issues or non-compliance with UBC policies.
As the role supports senior leadership and interacts with internal and external stakeholders, errors in communication or professionalism may negatively impact relationships and the reputation of Campus + Community Planning.
Supervision Received
Works under the general direction of the Office & Administration Manager. Receives functional guidance from the Director of Sustainability & Engineering and the Director of Community Development and Transportation in supporting their administrative needs.
Performs work independently within established policies, procedures, and administrative practices, exercising sound judgment and initiative in managing priorities and resolving routine issues.
Supervision Given
The role does not have ongoing supervisory responsibilities but may provide guidance to temporary staff, student employees, or colleagues on procedures, workflows, and administrative standards to support consistency across the department.
Working Conditions
The role is primarily office-based and requires regular on-site presence to support the Directors and coordinate administrative activities. A minimum of three days per week on campus is required to provide in-person support.
Hybrid work arrangements are available for tasks suited to independent work and may be adjusted based on operational needs. The incumbent may be required to increase their on-site presence, including working on campus more frequently or full-time, in response to departmental requirements.
Occasional early morning or late meetings may be required.
Minimum Qualifications
· Minimum 5 years of related experience or the equivalent combination of education and experience. High School graduation and Training in standard administrative skills, bookkeeping, and general office procedures.
· 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
· Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Microsoft Teams.
· Strong ability to learn and navigate enterprise systems such as Workday, Planon, Xerox, and Pinnacle.
· Proficiency in supporting virtual and hybrid meetings, including troubleshooting basic technical issues.
· Excellent organizational and time management skills, with the ability to manage multiple priorities, anticipate needs, and maintain a high level of accuracy and attention to detail.
· Strong written and verbal communication skills, including the ability to draft, format, and proofread correspondence and documents.
· Demonstrated discretion, sound judgment, and the ability to handle confidential and sensitive information with tact and professionalism.
· Strong interpersonal skills, with the ability to build effective working relationships with faculty, staff, students, and external partners.
· Ability to work independently with minimal supervision and collaboratively as part of an administrative team.
· Ability to interpret and apply administrative procedures, financial guidelines, and documentation requirements.
· Demonstrated ability to adapt to changing priorities, troubleshoot issues, and support improvements to administrative processes.
· Demonstrates cultural humility, inclusive communication, and respect for diverse perspectives, and applies UBC’s equity, diversity, and inclusion values in day-to-day work.
· Practical understanding of common office technology (e.g., HDMI, DisplayPort, USB-C connections and peripherals) and confidence in troubleshooting routine issues.
