Ville : Vancouver

Catégorie : Full time

Industrie : Educational Services

Employeur : University of British Columbia

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Administrative Assistant

Department

Program Operations | Office of Student Academic Services | UBC Sauder School of Business

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

May 25, 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. 

Job Summary
UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

 

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

 

Our team at UBC Sauder's Office of Student Academic Services (OSAS) and Robert H. Lee Graduate School (RHL) oversees the student academic journey, from orientation to graduation, for a diverse portfolio of graduate, undergraduate, and diploma programs. Operating within a competitive global environment, we collaborate with faculty, students, alumni, and the business community to deliver exceptional and transformative educational experiences. We thrive in a fast-paced, service-oriented culture dedicated to innovation and the development of the next generation of responsible leaders.

 

The Administrative Assistant acts as the first point of contact for the unit and provides comprehensive administrative support for the OSAS and RHL portfolio, ensuring smooth and efficient functioning of the office.

 

The Administrative Assistant provides confidential executive support to the leadership team, and coordinates a wide range of functions including office administration, human resources processes, financial transactions, and event planning.

 

The Administrative Assistant plays a key role in creating a professional and organized environment and provides the foundational support necessary for the unit to deliver its services effectively.

Organizational Status
Reports to the Manager, Internal Operations. Works closely and liaises with other departments and units within UBC Sauder and across the wider university.

Work Performed

Reception and Office Coordination

• Acts as the first point of contact for the Office of Student Academic Services and RHL Graduate School, greeting visitors, screening and prioritizing inquiries, and responding to confidential and complex enquiries regarding policies and procedures of the area.

• Coordinates complex administrative work procedures and processes and the day-to-day operations for the OSAS office. Resolves complex administrative issues as they arise, escalating when required.

• Coordinates all general office tasks, including the daily opening and closing of the office, managing inbound and outbound mail and courier packages, ordering supplies, and overseeing the maintenance of office equipment.

• Acts as the primary contact person for the unit for information and inquiries regarding policies and procedures of the area and in resolving operational issues. Handles all questions from the team related to office operations, including supplies, technology, facilities issues, cleaning, etc. related to smooth running of the area. Liaises with other UBC and UBC Sauder units in resolving operational issues.

• Oversees office space needs, coordinates meeting room bookings, and manages office signage and phone lists.

• Receives current students, responds to inquiries and redirects to appropriate team member.

• Provides information to prospective students on program offerings and screens before referring to a Recruitment and Admissions team member. This requires in-depth knowledge of the unit’s programs as well as the University’s policies and services.

• Monitors internal administrative procedures for efficiency and effectiveness, making recommendations to the Manager, Internal Operations where necessary with the goal of improving program and unit operational efficiencies.

Executive and Committee Support

• Provides confidential executive support to the Assistant Dean and Directors, including calendar management, prioritizing requests, and keeping them apprised of daily responsibilities and deadlines.

• Organizes and coordinates complex domestic and international travel arrangements for the leadership team, including itineraries, accommodations, flights, and visas.

• Composes, formats, and proofreads complex and confidential correspondence, communications, and presentations on behalf of the leadership team.

• Drafts and edits reports as requested, compiling statistical data, and conducting routine research as required.

• Provides full administrative support to various committees, including scheduling meetings, preparing agendas, taking and distributing minutes and maintaining shared documents.

Financial and HR Administration

• Performs financial duties for the leadership team, including monitoring transactions, reconciling credit cards, processing travel claims and expense reimbursements, and ensuring compliance with UBC and UBC Sauder policies. 

• Maintains financial records, monitors expenditures, prepares routine financial and summary reports.

• Liaises with UBC Sauder finance and procurement team to resolve payment issues.

• Assists with a wide range of human resources processes; coordinates employee recruitment, onboarding and offboarding processes for the unit. Liaises with UBC Sauder units as required.

Event and Project Support

• Plans, coordinates and executes a variety of events, meetings, and workshops, including scheduling, logistics, and day-of support.

• Assists with special projects by conducting routine research, compiling statistical data and preparing reports.

• Maintains project plans on strategic projects and tracking systems for correspondence, tasks and deadlines.

• Leads the continuous review and maintenance of the unit's wiki, shared drives and other information systems, ensuring information is accurate and accessible.

• Provides supervision and guidance for student workers, assisting with hiring, training, and assigning day-to-day tasks.

• Performs other duties consistent with the scope of the role.

Consequence of Error/Judgement
The Administrative Assistant is a highly visible representative of the UBC Sauder. Unprofessional or poor service to students, faculty, employees, or the public may damage the reputation of the school and University and jeopardize the effective provision of programs and services to students. Inability to manage time effectively, manage details and to plan according to deadlines could compromise the workflow of Assistant Dean and Directors and disrupt office operations. Incorrect or incomplete analysis or interpretation of correspondence, directions, or when transcribing minutes could result in decision errors being made. Exercises initiative, tact and judgment in handling matters that are of a confidential and strategic nature. Errors in performance or indiscretions in judgment can have negative impact on UBC Sauder, and may result in legal action, negative public relations, financial repercussions and loss of credibility. This role exercises independent judgment in selecting and interpreting information and reconciling deviations from standard methods.

Supervision Received
Works independently under the general direction of the Manager, Internal Operations. Work is performed within authorized prescribed limits and is governed by broad instructions, objectives, and policies, often involving frequently changing conditions and priorities.

Supervision Given
May explain work procedures to new employees and delegate work to student staff.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, 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

• Ability to type 65 wpm with excellent word processing and accurate data entry skills. Ability to take and transcribe accurate meeting minutes.

• Advanced skill level with MS Word and Excel, PowerPoint, Outlook and Internet browsers/search engines. Experience with Workday is an asset.

• Excellent oral and written communication skills and spoken English are required. Proficiency in the use of English grammar, spelling and punctuation and proficiency with professional terminology.

• High degree of accuracy and attention to detail; ability to check correspondence for accuracy is critical.

• Excellent interpersonal skills.

• Experience working with students, answering inquiries and resolving problems and issues. Active listening skills with the ability to probe for information to clarify complex requests.

• Ability to communicate effectively and tactfully with a variety of stakeholders.

• Ability to exercise a high level of tact, diplomacy and discretion, and treat information on a confidential basis as appropriate.

• Must be able to take initiative, prioritize and work proactively and effectively under pressure to meet the deadlines and demands of a very busy office.

• Ability to plan, establish priorities and to complete work assignments independently without ongoing direction. Superior task planning and time management skills.

• Must be able to exercise judgement under pressure and demonstrate initiative in handling matters of a complex and non-routine nature.

• Ability to work both independently with minimal supervision and collaboratively in a team environment.