Administrative Assistant

ubc; Vancouver; On-site; CAD 50,000 - 52,000; Full time

Job summary

UBC in Vancouver is seeking an Administrative Assistant to provide general administrative and operational support within the Department of Curriculum and Pedagogy, Faculty of Education. You will assist with HR processes for the department and act as the front-line staff member.

The role reports to the Administrative Manager and involves coordinating meetings, room bookings, onboarding, IT coordination, and communications across multiple offices.

Responsibilities

• Acts as the first point of contact and reception desk for faculty, staff, students, instructors, service providers, and visitors; responds to inquiries; handles department mail and courier coordination.

Job description

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title
Administrative Assistant

Department
Administration & Operations | Department of Curriculum and Pedagogy | Faculty of Education

Compensation Range
$4,449.00 - $4,676.00 CAD Monthly

Posting End Date
September 2, 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

Job End Date
Ongoing

This is a leave replacement for a fixed term duration.

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

Responsible for providing general administrative and operational support, department committee support, HR process for the Department of Curriculum and Pedagogy. Acts as the front-line staff member for the Department.

Organizational Status

Reports to the Administrative Manager. Interacts constantly with students, faculty members, and other staff members in EDCP and the Faculty of Education. Liaises with Building Operations, Dean's Office, Teacher Education Office, Office of Professional Development and Community Engagement, UBC IT Services, Financial Services, Faculty Relations, Faculty of Graduate and Post-Doctoral Studies (G+PS), UBC Student Services as necessary. Works closely with the Financial Processing Specialist, the Head's Assistant and the Graduate Program Assistant on shared administrative and support responsibilities.

Work Performed

Administrative Responsibilities

• Acts as the first point of contact and the reception desk for faculty, staff, students, instructors, service providers, and visitors, responding to all in-person, email, and phone inquiries; collects, distributes, and forwards department mail, updates department mailboxes and the faculty directory, and coordinates couriers as necessary.
• Orients new faculty, visitors, sessional instructors, staff, and students to University and Department policies and procedures, including practical settling-in support such as housing and daycare referrals; ensures public dissemination of information on department programs, services, and procedures; arranges administrative set-up for new arrivals to function effectively (keys, copy codes, mailboxes, CWL/FSC accounts, Scarfe Building card access, Canvas and Zoom access); maintains and updates Department onboarding guidelines.
• Updates unit policies and procedures and suggests new or revised policies and procedures for the unit to the Administrative Manager.
• Maintains department equipment and maintenance records, service contracts, and supply inventory, including laptop sign-out; serves as resource person for department photocopiers (training, troubleshooting, pass codes, paper replenishment); maintains the photocopy room, mailroom, and shared spaces (including kitchen/lounge upkeep and departmental committee initiatives such as soup day) in an orderly and secure manner, ensuring rooms are locked at day's end.
• Acts as departmental liaison with UBC IT and Building Operations: submits and follows up on IT troubleshooting requests for students, staff, and faculty, and enters Facilities work requests for repairs, office moves, and cleaning; oversees small to medium-sized facilities projects in the department.
• Collects course outlines for all courses in the unit; downloads the monthly class timetable from Workday and books classes into restricted classrooms via Outlook Calendar; books and rearranges ad hoc meetings and room bookings; updates the department website (courses, job postings, faculty profiles, and handbooks) as needed.
• Acts as department Voicemail Administrator (Pinnacle) and telephone system coordinator: orders, maintains, and troubleshoots phones and voicemail; downloads and reconciles monthly telephone billing via IT Management Suite, maintains telephone inventory, and processes new orders, transfers, and installations; updates the UBC Online Staff Directory and internal telephone listings.
• Develops and maintains departmental contact lists, listservs, and email distribution lists.
• Tracks and inputs Work Learn student hours in Workday.
• Works with other staff to organize internal and external meetings, events, and conferences as required, liaising with vendors including securing liquor licenses and catering; arranges and rearranges facilities before and after lectures, seminars, and other events.
• Coordinates the Undergraduate Advisory Committee meeting schedule: books meeting rooms, and takes, transcribes, and distributes meeting minutes, ensuring decisions and recommendations are accurately recorded.
• Creates business cards for facul