Administrative Assistant at University of British Columbia

Vancouver, British Columbia, Canada -

Full Time

Start Date

Immediate

Expiry Date

27 Dec, 25

Salary

4827.0

Posted On

28 Sep, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Communication Skills, Organizational Skills, Problem Solving, Team Collaboration, Confidentiality, Financial Management, Event Coordination, Human Resources, Data Management, Microsoft Office, Attention to Detail, Time Management, Diplomacy, Initiative, Customer Service

Industry

Higher Education

Description

Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr7) Job Title Administrative Assistant Department Administration and Operations | UBC Health Compensation Range $4,594.00 - $4,827.00 CAD Monthly Posting End Date October 6, 2025 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing Applicants must upload a cover letter and a copy of their resume to be considered for this position. 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 Administrative Assistant provides senior administrative support for the Office of the Vice-President, Health. As a member of the administration team responsible for the efficient operations of the unit, the Administrative Assistant serves as the primary point of contact for UBC Health and provides complex and routine operational support to members of the office. The competing and diverse nature of the responsibilities involved requires a highly organized and proactive individual who can set priorities effectively, perform duties efficiently, work independently but collaboratively in a team environment, and possesses a strong sense of initiative and decision-making to investigate and resolve complex and/or unusual issues. The incumbent has regular contact with members of the UBC community (including senior academic and administrative leaders, faculty, staff, students, patient partners, and visitors) as well as members external to UBC (e.g. academic institutions, government agencies, health authorities, and community organizations). This position requires effective communication skills and a high level of diplomacy, tact, discretion, confidentiality, judgment, and professionalism to develop and maintain successful working relationships with colleagues and members external to UBC Health. Organizational Status UBC Health is responsible for driving the vision of the Vice-President, Health portfolio by promoting an integrated approach to collaboration amongst all health programs at UBC, within and across campuses and distributed sites, and with health sector partners. UBC Health has a mandate to enable and enhance interprofessional and collaborative health education and research to train people, develop knowledge, and shape policy, seeking to address inequities and improve the systems that produce health. The Administrative Assistant reports to the Administrator. The incumbent receives direction from the Administrator and works closely with the Executive Assistant to the Associate Vice-President, Health to effectively fulfill the administrative and operational requirements of the unit. Work Performed Office Administration and General Support: Provides senior administrative support to meet the operational demands of the office. Responds to telephone, email and in-person inquiries that may be confidential, sensitive or complex in nature, exercising diplomacy, tact, and effective communication skills. Performs administrative functions to support daily operations and routine activities in the office, including purchasing supplies and tracking inventory, distributing mail and deliveries, and resolving common issues to ensure the efficient operation of office equipment. Develops and maintains resources pertaining to the efficient administration of the office, such as onboarding and training manuals, office policies and procedures, and relevant templates and forms. Participates in special projects and initiatives pertaining to the effective administration of the office as needed. Researches, prioritizes, and determines appropriate course of action, referral or response on matters identified by the Administrator or other members of the Senior Leadership Group. Meeting Coordination and Event Support: Works closely with the Executive Assistant to the Associate Vice-President, Health (AVPH) to coordinate meetings and schedules involving the AVPH and members of the Senior Leadership Group. Schedules and coordinates full team meetings, prepares required meeting materials, and tracks meeting discussions and action items. Provides administrative support to adhoc meetings as required. Organizes travel, accommodation, and itineraries for UBC Health team members, patient partners, and interest-holders. Assists in the planning and coordination of the annual awards competition and awards ceremony event, and other special events as needed. Human Resources and Financial Support: Assists with human resources processes, including researching comparable positions to draft job descriptions, organizing recruitment materials for search committees, scheduling candidate interviews, and processing student appointments and timesheets. Coordinates the recruitment of patient and student representatives for the UBC Health Awards Committee. Performs financial duties using the Workday system, including creating expense reports, reconciling credit card transactions, processing invoices and honoraria payments, posting journals, and requesting purchase orders. Monitors expenses and performs reconciliations against approved budgets. Consults with the Administrator on complex or unusual issues. Works with the Executive Assistant to the AVPH to make office purchases using the departmental credit card. Communications and Data Management Support: Drafts and edits reports, compiles statistical data, and conducts routine research. Composes complex and confidential correspondence from drafts or verbal direction. Prepares other professional documents using information compiled from various sources, and distributes them on behalf of UBC Health team members as required. Works with communications staff to assist with routine communications tasks, such as making updates to content on the UBC Health website and posting to social media. Creates and actively maintains various databases of internal and external contacts. Assists in the maintenance of various records management systems by purging, organizing, and archiving physical and electronic files. Space, Facilities and IT Coordination: Responsible for the professional image and overall upkeep of the front reception, public areas of the office, and the conference room. Coordinates the booking process for UBC Health's space resources, including meeting rooms and the Woodward IRC lobby. Initiates and follows up on service requests for facilities issues affecting the office. Assists the Administrator in tracking various inventory and access logs, such as lists of computer equipment, security access, and software applications. Supports the Administrator in coordinating special facilities and IT projects, such as office renovations and computer equipment renewal. Serves as a floor warden for the office, and participates in local safety team meetings. Other: Provides administrative support to the AVPH in a back-up capacity for the Executive Assistant to the AVPH as needed. May be required to work outside of regular office hours on rare occasions, in order to set up early morning meetings or help coordinate special evening events. Performs other related duties consistent with the job qualifications and classification. Consequence of Error/Judgement This position requires judgment, tact, discretion, and initiative to an outstanding degree. The complex nature of the work requires independent planning of the sequence of duties, the work methods to be employed, and the actions to be taken. The incumbent will apply knowledge of policies, procedures and guidelines to make well-informed decisions. A considerable amount of logistical decision-making and priority-setting is left to the discretion of the incumbent. The work involves building and maintaining equitable relationships with internal and external partners, including actively seeking and valuing collaboration with Indigenous partners, and patient and community organizations. It requires attention to real and perceived barriers to meaningful participation, including tokenism, power dynamics, stereotyping, systemic racism, exploitation, and other inequities. The incumbent must understand and exercise the principles of confidentiality and best practices for Indigenous, patient and community engagement, including continuous learning and adapting these practices to ensure they are respectful, inclusive, and equitable. Errors in performance or indiscretions in judgment can have negative impact on UBC Health and the University, and may result in legal action, negative public relations, financial repercussions, and loss of credibility. Supervision Received Reports to the Administrator. Works independently under broad direction and with minimal supervision. Exercises independent judgment and initiative in prioritizing and completing tasks. Has some latitude, within authorized prescribed limits, in assessing and resolving problems. Job functions are generally governed by broad instructions, objectives and policies, usually involving frequently changing conditions and competing priorities. Consults with the Administrator on complex policy matters or unusual situations. Supervision Given Not required to supervise. May provide training and guidance to temporary staff or student workers. 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 Formal training in administrative and office procedures and practices an asset. Related experience must include three years of relevant experience at UBC, preferably in an assistant role directly supporting senior members of a unit. Knowledge of University policies and procedures an asset. Proven excellence in written and verbal communication. High level of diplomacy, tact, discretion, confidentiality, judgment, and professionalism. Effective organizational and priority-setting skills. Excellent interpersonal skills. Ability to work effectively under pressure and meet deadlines. High degree of accuracy and attention to detail. Ability to accurately maintain calendars and schedule appointments. Ability to communicate effectively and tactfully with the University's senior administration, faculty, staff, students, government officials, external partners and the general public. Ability to respond appropriately to inquiries in person, by phone, and in writing, and make appropriate referrals. Ability to investigate and resolve issues of a complex nature. Ability to prioritize, exercise initiative, work proactively and make well-informed decisions. Proven competency in handling a wide variety of tasks and organizing workload for timely and efficient completion of tasks and delivery of services. Ability to work independently with minimal supervision but collaboratively in a team environment. Ability to develop and maintain cooperative and productive working relationships. Ability to take accurate meeting notes. Ability to compose professional correspondence, reports, presentations, and other written materials using clear concise business English. Ability to effectively use Microsoft Office (e.g. Outlook, Word, Excel, PowerPoint), surveys (e.g. Qualtrics), and scheduling applications (e.g. electronic calendars, Doodle) at an advanced level. Ability to effectively use videoconferencing applications (e.g. Zoom, MS Teams) at an intermediate level. Ability to accurately prepare and summarize financial data and reports. Working knowledge of financial and HR processes in the UBC Workday system (e.g. expense reports, invoices, journals, job requisitions, timesheets, etc.) an asset. Experience with website maintenance and content management in Drupal 10 an asset. Ability to create and accurately maintain paper and electronic records and filing systems. Experience with operating standard office and videoconferencing equipment. Ability to explore, learn, and adopt new applications and digital technologies effectively. 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.

Responsibilities

The Administrative Assistant provides senior administrative support for the Office of the Vice-President, Health, serving as the primary point of contact for UBC Health. Responsibilities include office administration, meeting coordination, human resources support, and financial duties.