Administration and Projects Specialist

The University of British Columbia; Vancouver; On-site; CAD 69,000 - 99,000; Full time

Job summary

The University of British Columbia's Pension Administration Office (PAO) seeks an Administration and Projects Specialist to support the day-to-day administration of The Plans, manage projects, and oversee onboarding and offboarding for staff and Board members.

This role conducts data analysis, drives governance and documentation efforts, coordinates system access, and digitizes pension, governance and operational records to improve accessibility, security and regulatory compliance.

Qualifications

• Experience in pension administration and governance is preferred.
• Ability to manage onboarding/offboarding and board stakeholder coordination.
• Strong record-keeping, privacy compliance and data analysis skills.

Responsibilities

• Leads and coordinates special projects for the Director and senior leadership.
• Develops project plans, timelines and deliverables for assigned projects.
• Prepares project reports, summaries, presentations and supporting materials for governance.
• Manages organization, digitization, access and retention of records with privacy compliance.
• Oversees document control practices and identifies gaps or risks.

Skills

Project management

Governance

Data analysis

Records management

Coordination

Tools

Microsoft 365

SharePoint

Job description

Job Title

Administration and Projects Specialist

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Family Group

Staff - Non Union

Department

Leadership | Pension Office | Central Human Resources

Compensation Range

$6,143.67 - $8,830.25 CAD Monthly The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Job End Date

Ongoing

Posting End Date

November 8, 2026

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

This position is subject to the satisfactory completion of required background checks

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 Administration and Projects Specialist supports the effective day-to-day administration of the UBC Faculty and Staff Pension Plans ("The Plans") by managing projects, and administrative operations across pension administration and governance functions. The role also manages onboarding, offboarding for employees and Board members, performs data analysis and contributes to the continuous improvement of processes and controls. The role supports operational continuity and risk mitigation through effective records management, system access coordination, adherence to privacy requirements, and the ongoing management, organization and digitization of pension, operational and governance records to improve accessibility and security.

The Plans are a significant component of UBC's employee value proposition, supporting recruitment and retention strategies, and financial security and wellbeing. The Plans help staff and faculty invest and save for their financial future and enhance retirement readiness. The UBC Staff Pension Plan is a target benefit plan with over 19,000 members and an asset value of approximately $3 Billion. The UBC Faculty Pension Plan is a defined contribution pension plan with just over 7,200 members and an asset value of approximately $4 Billion. Both pension plans are administered by the UBC Pension Administration Office (PAO) under the direction of the Staff Pension Plan Board and the Faculty Pension Plan Board ("Pensions Boards") and in partnership with the Vice-President, Human Resources (VPHR) portfolio.

Organizational Status

This position reports to the Director, Pensions. Works collaboratively with colleagues and peers within the PAO. The position also works with external vendors and service providers as required.

Working independently and under general direction, the Administration and Projects Specialist manages complex information, supports secure access to systems and materials, and works collaboratively with internal teams to ensure consistency, accuracy and operational continuity.

Work Performed

Projects, Documentation and Governance Support

• Leads and coordinates special projects and initiatives on behalf of the Director, Pensions, Executive Directors and senior leadership, ensuring completion is in line with established objectives and timelines. Ensures projects continue to move forward.
• Develops project plans, timelines and deliverables for assigned projects and initiatives.
• Conducts research to support project planning, analysis and decision-making.
• Prepares project reports, summaries, presentations and supporting materials to inform leadership and project stakeholders.
• Monitors project progress, identifies risks, dependencies, issues or potential delays, and brings matters requiring attention to the appropriate leader.
• Responsible for the organization, digitization, access, retention and retrieval of operational, onboarding and governance records in accordance with privacy legislation, records management requirements and pension governance standards.
• Develops and oversees document control practices and identifies documentation gaps, risks or inconsistencies, supporting appropriate corrective actions and improvements.

Office Operations

• Manages and coordinates core office operational functions, including building access administration, security protocols, alarm systems and workspace readiness, to ensure a secure and fully functioning work environment.
• Oversees the planning and delivery of special projects related to office operations and administrative functions, coordinating activities, tracking progress and ensuring completion in line with operational needs.
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