Admin Assistant, Workplace Health and Wellbeing

The University of British Columbia; Kelowna; On-site; CAD 50,000 - 61,000; Full time

Job summary

The University of British Columbia invites applications for an Administrative Assistant, Workplace Health and Wellbeing at UBC Okanagan. This role provides program support for WHW and WRAP, handles confidential information, and coordinates administrative tasks across the portfolio.

Reporting to the WHW Manager, the position requires strong organizational skills, experience with event coordination, budgeting, and records management, plus discretion and professional communication in English.

Qualifications

• High School graduation with two years post-secondary education.
• 4 years related experience or the equivalent combination of education and experience.
• Intermediate to advanced computer experience with website CMS, Excel and Word.
• Experience coordinating events and functions.
• Ability to type 60 wpm.
• Ability to maintain confidentiality for HR information.

Responsibilities

• Provide administrative support to the WHW Manager and respond to inquiries.
• Coordinate materials and logistics for meetings.
• Attend meetings and follow up on committee actions items.
• Make travel arrangements for the WHW Manager.
• Schedule meetings and manage diary for faculty and staff.
• Maintain confidential records and assist in reporting.
• Oversee procurement, cataloguing and distribution of WRAP equipment and supplies.

Skills

Typing 60 wpm

Word processing

Excel

Website CMS

Education

High School graduation with two years post-secondary education

Post-secondary education (2 years)

Tools

Content management system

Job description

Staff - Non Union Job Category Executive Administrative Staff Job Profile Non Union Salaried - Administrative Assistant 3 Job Title Admin Assistant, Workplace Health and Wellbeing Department UBCO | Administrative Support | Work Reintegration and Accommodation Program | Human Resources Compensation Range $4,483.09 - $5,469.63 CAD Monthly Posting End Date September 27, 2026 Job End Date Ongoing

Job Description Summary

Administrative Assistant, Workplace Health and Wellbeing

This position is responsible for providing program support and oversees administration Workplace Health and Wellbeing (WHW) portfolio at the UBC Okanagan campus. The incumbent is expected to maintain broad and extensive knowledge to both the Wellbeing and Work Reintegration and Accommodation (WRAP) programs and organize and complete administrative tasks that require strict confidentiality.

Organizational Status

This position reports to the Manager, Workplace Health and Wellbeing

Work Performed

• Providing administrative support to the WHW Manager by:
• Responding to front-line calls, redirecting and collecting information as appropriate to ensure a timely response.
• Coordinating and preparing materials and the logistics for meetings
• Attending meetings and following up on committee action items.
• Making travel arrangements for the WHW Manager.
• Scheduling meetings as requested by individual faculty or staff.
• General administrative duties, i.e. filing, correspondence, ordering
• Supports the Workplace Health and Wellbeing (WHW) portfolio by:
• Maintaining accurate records in the confidential Input Health Case Management System, running monthly, quarterly and annual reports and coordinates updates and system changes.
• Overseeing the procurement, cataloguing, and distribution of WRAP equipment/supplies, tracking equipment purchases, maintaining up to date records and fostering relationships with external service providers.
• Maintaining thorough knowledge of benefits entitlements, leaves and associated policies and procedures for different UBC employee groups and communicates these to WRAP Program partners and clients.
• Gathering, analyzing and reporting on all relevant Healthy Workplace areas (case manager, occupational/non-occupational illness/injury, IRP/LTD, medical accommodation and absence management and employee and family assistance program).
• Assists with the planning and coordinating of Workplace Health and Wellbeing events and various functions including seminars/workshops.
• Purchasing event supplies on and off campus.
• Advertising events and workshops on UBCO Events calendar, HR social media channels and email distribution lists.
• Creating registration pages on the website, tracking registrations and responding to enquiries.
• Updating HR website pages as required.
• Oversees daily management of the WHW budget under the direction of the Workplace Health and Wellbeing Manager by:
• Managing purchases and invoices for WRAP, travel and expense requisitions, in the Workday system.
• Ensuring financial transactions conform to departmental guidelines as well as UBC policies and procedures.
• Creating monthly, quarterly and annual reports with expenses analysis and recommendations.
• Works collaboratively with the HR Administrative Assistant to ensure shared coverage of reception and others duties such as file creation/filing, ordering of supplies, etc. as required.
• Performs other related duties as required.

Consequence of Error/Judgement Errors in event coordination may have negative impact on the time and financial resources of the WRAP Manager, other HR staff, faculty, staff, and may result in damage to the image of the services in the university community. Errors related to information management may result in breach of confidentiality and/or privacy legislation and may result in damage to the reputation of WRAP and the university. Errors in reporting could lead to inappropriate decision making at higher levels.

Supervision Received

Work is carried out under the WRAP Manager. Performs familiar duties independently and in accordance with established procedures. Is expected to carry out work assignments with confidentiality given overall outcome expectations and without the need for ongoing instruction and supervision.

Supervision Given

N/A

Preferred Qualifications

• High School graduation and two years post-secondary education.
• 4 years related experience or the equivalent combination of education and experience
• Intermediate to advanced computer experience is required, with knowledge of website content management programs, excel, and word preferred.
• Experience coordinating events and functions.
• Ability to type 60 wpm.
• Ability to exercise a high level of tact and discretion.
• Ability to maintain confidentiality for all HR business.
• Effective communication skills and proficiency in the use of English grammar, spelling and punctuation.
• Ability to compose correspondence and prepare reports in clear concise business English and to draft more complex correspondence for signature.
• Proficiency with professional terminology, technical or scientific vocabulary as required for the job.
• Good organizational skills with ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to maintain accuracy and attention to detail.
• Ability to work both independently and as a committed team player.
• Flexibility and adaptability to changing department and campus needs.
• Ability to multi-task and to work effectively under pressure within deadlines and fluctuating levels of demand.
• Ability to deal with circumstances and information that may be difficult or emotionally charged.

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.