Administrative Support Assistant

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

This is a full-time one year term position with an end date of February 15 2027

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 Faculty of Applied Science at UBC encompasses six engineering departments the School of Architecture and Landscape Architecture the School of Nursing the School of Community and Regional Planning four multidisciplinary programs five major researchcentres and the School of Engineering at UBC Okanagan. As UBCs fourth-largest faculty itoperatesacross the Point Grey and Okanagan campuses as well as various off-site locations including health authority facilities.

Guided by bold and interconnected mission and vision statementstransformingourselvesand transforming the worldtheFacultyis committed to reimagining its internal structures business models and culture to better reflect its values and strategic priorities. This internal transformation is foundational to achieving a broader societal 2025 theFacultyinitiated a multi-year transformation project to shift from a decentralized service delivery model to a centralized collaborative approach. While we undertake this importantworkweare seeking additional administrative support for our units during this time of transition.

The Administrative Support Assistant provides flexible administrative support across six Engineering departments and threeSchools within the Faculty of Applied Science. This roleassistsunits across the faculty with a range of day to day administrative HR processing andfinancesupport. The position ensures smooth day-to-day operations while balancing out competing priorities and deadlines by responding to inquiriescoordinating and maintaining documentation and information and supporting departmental staff with a variety of administrative responsibilities during peak periods or absences. This position will provide support to multiple units concurrently and will work closely with unit staff and faculty on all aspects of admin support.

Organizational Status
This position will report directly to the HR Manager Faculty of Applied Science who will support the triaging of and assignment of duties and will take direction from the unit Administrative Leadsand other designated staff. This position will have a desk in the Applied Science Deans Office but will regularly work on site at Schools and Departments as required in order to provide in person reception and operations support.

Work Performed
Administrative Support

• Provides general administrative support for day to day unit operations for 6 engineering departments and three schools ensuring alignment with university and unit specific policies guidelines and procedures

• Composes a range of correspondence and documents including confidential financial and HR-related correspondence and supports surge periods through the preparation of time-sensitive and detail-oriented documents requiring tact and diplomacy.

• Addresses administrative gaps by producing clear and accurately written communications (e.g. emails letters invitations and basic website content) requiring strong judgment flexibility and discretion when handling confidential or sensitive information.

• Drafts and edits reports compiling statistical data and other relevant information on HR & finance and conducting routine research and project documentation as required

• Provides unit specific reception coverage. Monitors and triages department in-boxes responds to inquiries via email and phone; redirects complex queries required respond on behalf of senior staff on moderately complex queries.

• Provides support and coordination for meetings and events such as scheduling room booking coordinating with attendees catering technical support communications preparing and circulating agendas taking and distributing meeting minutes. Coordinates logistics and takes part in event and meeting set-up and take-down including basic audio/visual set up/take-down. Coordinates room schedules bookings and access

• Provides support to the SSC transition team around scheduling and coordinating meetings event support communications project coordination.

• Maintains office supply inventory and places orders as needed.

• Sorts and distributes incoming/outgoing mail and courier packages.

• Maintains and updates contact lists andassistswith uploading content to digital signage or internal platforms.

• Provides back-up coverage for other administrative staff during absences.

HR Processing Support

• Coordinates and processes staff faculty (sessional) and student (including TA) appointments increases and related transactions across all supported units including collecting and verifying required documentation confirming appointment types and employee groups entering and reviewing data in ISIS and Workday applying university policies and collective agreement requirements and troubleshooting errors or discrepancies throughout the process.

• Prioritizes and tracks appointment processing across multiple units by managing deadlines (e.g. payroll and sessional appointment timelines) maintaining detailed tracking of in-progress and upcoming appointments following up on missing or incorrect information providing information to units on realistic processing timelines and addressing urgent or late requests to minimize pay impacts escalating complex or non-compliant cases to HR Managers when required.

• Responds to inquiries related to HR processing including providing information around processing timelines and guidelines

• Researches and provides information regarding UBC staff student and faculty appointment policies and procedures to staff and faculty by referring to Workday ISC knowledge base and limited non-complex provisions of applicable collective agreements.

• Acts as the first point of contact that identifies investigates and resolves appointment related issues.

• Tracks and maintains confidential records for staff student and faculty hires ensuring compliance with Faculty guidelines and collective agreements

• Supports onboarding activities for new hires by preparing checklists coordinating access requests (e.g. keys cards) and other related onboarding tasks

• Maintains confidentiality of sensitive HR information and files.

Finance Support

• Tracks financial transactions andmaintainslogs for reconciliation purposes. Reconciles expenses and invoice payments and provides additional budget and financial reconciliations as required by supported units including investigating and resolving issues as required.

• Supports units with coordinating tracking and processing expense reimbursements and purchase order requests. interprets and applies UBC Applied Science and department expenditure policies evaluating requests for reimbursement in relation to those policies. Ensures reimbursement requests align with UBC Expenditure Guidelines

• Coordinates and processes invoice payments responds to vendor inquiries andfollowsup on payment status.

• Generates routine financial reports

Other Duties

• Participates in team meetings and provides input on process improvements.

• Maintains procedure documentation for assigned tasks.

• Performs other related duties asrequiredto support Faculty operations.

Consequence of Error/Judgement
Errors in judgment or failure to follow established procedures could result in delays in processing HR appointments financial transactions or eventlogisticsimpactingdepartmental operations and service quality. Confidentiality breaches could have serious implications for privacy and compliance.

Supervision Received
Reports directly to HR Manager from unit administrators and under general supervision and receives specific instructions on new or unusual tasks. Exercises initiative and judgment in handling routine matters.

Supervision Given
None.

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 ones own

- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

• Proficiencyin MS Office (Word Excel Outlook).

• Experience with Workday is an asset

• Strong organizational and time management skills; ability to prioritize tasks in a fast-paced environment with frequent interruptions

• Excellent verbal and written communication skills.

• Attention to detail and accuracy in data entry and record keeping.

• Ability tomaintainconfidentiality and handle sensitive information appropriately. Ability to exercise tact and discretion.

• Customer service orientation and ability to work collaboratively and effectively with multiple stakeholders.

• Ability to efficiently and effectively coordinate tasks while working in a busy office environment with frequent interruptions

• Ability to deal effectively with a diversity of people.

• Ability to work effectively independently and in a team environment.

• Ability to analyze problems identify key information and issues and effectively resolve.

• Ability to understand and apply policies procedures and instructions.