Administrative Assistant

The University of British Columbia; Vancouver; On-site; CAD 47,000 - 48,000; Part time

Job summary

The University of British Columbia in Vancouver, BC, invites applications for a part-time Administrative Assistant in the Department of Microbiology and Immunology. The role provides administrative, operational and HR support, coordinates building access, room bookings, and Workday records for student appointments.

Reporting to the Director of Operations, you will handle onboarding, help manage recruitment postings, and assist with awards programs such as NSERC USRA and SURE.

Qualifications

• High School graduation plus one year of related training and two years of related experience.
• Willingness to respect diverse perspectives and commitment to equity, diversity, and inclusion.
• Experience with Workday is preferred.

Responsibilities

• Coordinate department access (keys/cards) and advise members of procedures.
• Authorize key requests and maintain the department keys database.
• Respond to inquiries and route to appropriate contacts.
• Coordinate approvals and ensure timely attention by the Head.
• Arrange room bookings for teaching and departmental activities.
• Support undergraduate student appointments in Workday and track records.
• Assist with undergraduate awards programs (NSERC USRA, WLIURA, SURE) using Workday.
• Post department job openings and track postings and deadlines.
• Coordinate onboarding for new staff, students and visitors.
• Maintain department contacts and support MBIM events.

Skills

Oral and written communication

Interpersonal skills

Organizational skills

Time management

Ability to prioritize work

Education

High School diploma or equivalent with related training/experience

Tools

Workday

Job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 2 (Gr3)

Job Title

Administrative Assistant

Department

Administrative Leadership | Department of Microbiology | Faculty of Science

Compensation Range

$4,208.00 - $4,316.00 CAD Monthly

Posting End Date

September 29, 2026

Job End Date

Ongoing

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

This is a part-time (0.5 FTE) position.

The administrative assistant provides administrative, operational and human resources support to the Department of Microbiology & Immunology (MBIM).Coordinates a range of processes including building access, security and maintenance along with student appointment and HR support.

Organizational Status

This position reports to the Director of Operations and receives functional supervision from the Human Resources Coordinator. Works closely with and receives work direction from faculty. Interacts with faculty, staff and students. Liaises with the Faculty of Science Dean’s office and Central UBC units.

Work Performed

• - Coordinates key and card access process for department, ensuring adherence to guidelines, advises department members of changing procedures.
• - Authorizes key requests and maintains database listing of keys issued.
• - Responds to oral and written inquiries to the department; forwards inquiries to appropriate contact as needed.
• - Coordinates items requiring approval and/or signature by Head. Ensures urgent matters are brought to the attention of Head as soon as possible.
• - Handles room bookings for teaching and other departmental activities.
• - Provides support for undergraduate student appointments by entering, tracking, and verifying new appointments, extensions, and terminations in Workday and maintains accurate student appointment records.
• - Assists with undergraduate research award programs, including NSERC USRA, WLIURA, and SURE Awards, by communicating program guidelines, submitting award recommendations, and processing appointments in Workday.
• - Provides recruitment and job posting support for department positions by posting positions on applicable job boards, tracking postings and deadlines, and maintaining records to support advertising and compliance requirements.
• - Coordinates onboarding activities for new employees, students, and visitors, including arranging key and card access, phone and workspace setup, directory updates, and distribution of departmental onboarding information.
• - Maintains departmental contact information and updates UBC Directory and related administrative records as required. Supports MBIM events including setup, event operations and takedown.Orders office supplies and materials required for business operations.Performs other duties as assigned.

Consequence of Error/Judgement

Errors in judgement may cause operational or reputational harm to the Department of Microbiology & Immunology.

Supervision Received

Works independently under general supervision. Reports to the Director of Operations and takes direction from the HR Coordinator and faculty members.

Supervision Given

May explain work procedures to new or inexperienced staff.

Minimum Qualifications

High School graduation, plus one year of related training, plus two 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

• - Experience with Workday preferred.
• - Knowledge of university policies and procedures preferred.
• - Effective oral and written communication, interpersonal and organizational skills.
• - Ability to operate normal range of office equipment.
• - Ability to use word processing, spreadsheet, database and electronic mail applications at an intermediate level.
• - Ability to compose simple, clear, concise business communications.
• - Ability to maintain accuracy and attention to detail.
• - Ability to work independently and as a member of a team.
• - Ability to exercise tact and discretion.
• - Ability to prioritize work and to meet deadlines.