Administrative Assistant

ubc; Vancouver; On-site; CAD 48,000 - 50,000; Part time

Job summary

UBC Administrative Assistant position – WoRCS lab, Institute for Resources, Environment and Sustainability, Vancouver campus. Part-time 50% FTE, reports to the PI and PEC leadership, supporting administrative and financial activities for the research team.

The role involves coordinating meetings/workshops, travel logistics, purchasing, budgets, and data management, while ensuring safety training and recordkeeping compliance within the lab.

Job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 2 (Gr3)

Job Title

Administrative Assistant

Department

Research | Kremen Lab | Institute for Research, Environment and Sustainability | Faculty of Science

Compensation Range

$4,334.00 - $4,445.00 CAD Monthly

Posting End Date

October 12, 2026

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

Job End Date

October 31, 2027

Compensation to be pro-rated based on a 50% FTE 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 Summary

The Administrative Assistant will provide administrative support and financial assistance to the Principal Investigator and the employees and students of the WoRCS research lab and will be based at the Institute of Resources, Environment and Sustainability at UBC, Vancouver campus. Dr. Claire Kremen, President’s Excellence Chair (PEC) in Biodiversity Studies, runs the WoRCS lab (Working to Restore Connectivity and Sustainability), which investigates how to reconcile biodiversity conservation with agricultural production on working lands. This research is critical for informing agricultural and conservation practices and policies.

This position is a part-time position (50% FTE).

Organizational Status

The incumbent reports to the President’s Excellence Chair, Dr Claire Kremen, and will work closely with the other members of the research team including: Research Associates, Postdoctoral Fellows and Graduate (M. Sc; PhD) and Undergraduate Students.

Work Performed

Coordination and Administration

• Schedules regular lab meetings as well as coordinates and/or supports lab attendance/presentations in events, workshops or conferences.
• Assists in planning and organizing workshops / symposiums (logistics, travel arrangements, correspondence with participants) hosted by the PI at UBC or in British Colombia.
• Coordinates and participates in the recruitment process for WorkLearn and Undergraduate Research Assistant student positions for the lab.
• Ensures that all employees and students complete the needed lab safety trainings and
• monitor that each field team has an approved and registered field safety plan in their appropriate department (IRES or Zoology).
• Ensures regular servicing of lab vehicle as needed and oversees the coordination of vehicle usage for field work.
• Monitors that all lab members adhere to the WoRCS lab data management plan.
• Responsible for maintaining key lab documents, such as trainee tracking, workshops’ tracking and conferences.
• May assist in formatting documents or slides and/or updating bibliographic reference software such as Zotero or Mendeley, and integrating references into documents.
• Purchases and distributes supplies; ensures up-to-date records of shipments, invoices and equipment and chemical inventory.
• Coordinates other student activities relevant to the lab as needed.
• Coordinates with other academics using WoRCS lab equipment or facilities.

Financial Support

• Assists the PI with developing budgets for grant applications and reviews grant expenditures quarterly against Workday and grant budget and provides summaries to PEC; verifies grant accounting statements.
• Reconciles lab credit card.
• Submits expense reimbursement forms for PEC (or other lab members, as requested).
• Assists with student appointments, such as collating financials for each student hire and works closely with IRES administrative staff to proceed with student hires.

Communications

• Responsible for maintaining the lab website and social media feed current with respect to lab membership and news, events, awards, and publications.
• Organizes and participates in social events for the lab.
• Other administrative/office duties as required by the PEC (e.g., tracking PEC and student presentations; updating PEC CVs, developing visuals for presentations, et cetera).
• Assists the PEC as needed with scheduling/calendaring with respect to student meetings, timely submission of letters of reference, and other meetings.

• Performs other tasks related to these main areas as requested.

Consequence of Error/Judgement

This position is required to exercise considerable tact with a high degree of accuracy. Errors may impact the credibility and reputation of the Principal Investigator, IRES and the University. Failure to act in