Administrative Assistant, MMRI

University of British Columbia; Kelowna; On-site; CAD 30,000 - 60,000; Part time

Job summary

A leading academic institution in Kelowna is seeking an Administrative Assistant to provide comprehensive support for the Materials and Manufacturing Research Institute. Responsibilities include financial and administrative tasks, event coordination, and serving as the first point of contact for inquiries. The ideal candidate has strong organizational skills, attention to detail, and a commitment to enhancing diversity and inclusion. This position offers a salary range of $4,095.00 - $4,695.00 CAD monthly, working 0.6 FTE.

Qualifications

• Over two years of administrative experience in an educational setting.
• Ability to manage multiple tasks and prioritize effectively.
• Strong commitment to equity, diversity, and inclusion.

Responsibilities

• Provide financial and administrative support to the MMRI.
• Coordinate events, meetings, and communications.
• Maintain records and files in compliance with UBC procedures.

Skills

Interpersonal skills

Customer service skills

Attention to detail

Organizational skills

Education

Completion of one year post-secondary education

Tools

Word

Excel

PowerPoint

Outlook

Adobe

Job description

Overview

Staff - Union BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Secretary II Job Title Administrative Assistant, MMRI Department UBCO | Program Support | Materials and Manufacturing Research Institute | Institutes | Vice Principal Research Office Compensation Range $4,095.00 - $4,695.00 CAD Monthly Posting End Date October 21, 2025

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

Job End Date Ongoing

This position will be .6 FTE and will be prorated salary.

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 position is the first point of contact for internal and external inquiries to the Materials and Manufacturing Research (MMRI) Institute under the Vice-Principal Research Portfolio. This position requires a great deal of contact with and assisting faculty members and internal and external parties. This role performs the full spectrum of administrative functions on behalf of the unit. This position also manages communication and administration for Institute events.

Organizational Status

Materials Manufacturing Research Institute (MMRI) is a well-established, multi-disciplinary, inter-departmental research hub, centrally operated in Kelowna and linking both UBC campuses with other regional, national and international universities, industry partners and government research organizations.

This position will be responsible for the administrative and financial support of the Institute. Working alongside the Director, the position will be responsible for organizing annual workshops and conferences, as well as regularly scheduled meetings, and organizing travel. This position will disseminate information related to the Institute both within and external to the University. This position will assist the Director to produce annual reporting documentation on behalf of the Institute. This position will work closely with Faculty and staff members, as well as external parties. This position works collaboratively with faculty administrative support staff, faculty and students. There is also a considerable amount of contact with Finance Operations, Research Accounting, and Facilities Management.

Work Performed

• Provides financial and accounting support: Prepares financial documents and performs accurate and timely data entry of financial documents (cash deposits, invoices, travel claims and purchase requisitions) and ensures compliance with University procedures and UBC Finance policies.
• Acts as the primary contact to resolve vendor disputes by researching, following up and making corrections as appropriate.
• Assists with Workday troubleshooting.
• Maintains files of all financial transaction documents and supporting materials for the required period of time per UBC’s retention schedules.
• Reviews all financial paperwork to ensure appropriate back-up documentation is provided and follows up as required.
• Assists with the reconciliation of operating and other grant funded accounts, and follows up on and resolves variances or discrepancies.
• Reconciles travel expenses related to visiting scholars, or members of the Institute travelling for Institute business. Ensures that expenses fall under UBC Travel policy guidelines.
• Keeps accurate data and records using Workday and Excel.
• Maintains files, including electronic files, of all financial transaction documents and supporting material.

Event Administration

• Provides administrative management to assist with a variety of monthly and annually sponsored or co-sponsored events (e.g. research workshops, seminars, conferences, symposiums, and meetings).
• Executes meeting preparation including scheduling, arranging meeting rooms and A/V, inviting all necessary parties, managing RSVP’s, taking minutes, preparing agendas and preparing and distributing meeting materials.
• Under supervision of the Director, prepares and disseminates event announcements and reminders, including evites, event calendars, and other promotional venues.
• Responds to event inquiries and forwarding event presentation materials to attendees.
• Prepares and manages budgets for events.
• Responsible for technical aspects of events and webinars (Zoom, MS Teams) and pre-flight audio/video with off-site presenters, as needed. Coordinating IT/Technician support, if needed.
• On-site event coordination, coordination of volunteers.
• Coordinates post-award follow up, including compiling participant feedback and surveys, post-event debrief, as needed.
• Maintains and updates distribution lists for Institute events.
• Maintains event metrics for distribution to various partners and interested parties.

Office Administration

• Responds to and redirects telephone, email and in-person inquiries from student, staff, faculty and the general public to the appropriate area.
• Orders and maintains all office supplies.
• Maintains paper supplies and photocopier troubleshooting, acts as main contact for Xerox.
• Acts as main point of contact for any facilities related tickets.

Communications

• Under the direction of the Institute Director, compilation of annual reports for submission to the VPRI.
• Under direction of the Institute Director, updates and maintains the website.
• With guidance from the Institute Director, develops and maintains social media presence for the Institute(s).

Consequence of Error/Judgement
Works with general guidelines and applies knowledge while adhering to procedures in establishing priorities. This position would be expected to exercise good judgment and tact in dealing with faculty, students and colleagues. Failure to act in a professional manner will adversely affect the image of the Materials and Manufacturing Research Institute.

Supervision

Supervision Received
This position reports directly to the Director of the Materials and Manufacturing Research Institute.

Supervision Given
None.

Qualifications

Minimum Qualifications
Completion of one (1) year post-secondary education; over two (2) years of administrative experience in an educational setting or the equivalent combination of education and work experience is required.

Will

• 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

• Demonstrated experience supporting all aspects of organizational events and workshops

• Experience coordinating and supporting department meetings including building agendas, taking and administering minutes, identifying and distributing action items, setting up and taking down technical resources

• Experience supporting financial transactions

• Knowledge of university policies and procedures, and UBC systems would be an asset.

• Computer experience at an intermediate level required (Word, Excel, PowerPoint, Outlook, Adobe)

• Ability to type 60 wpm and to operate a normal range of office equipment at an advanced level

• Demonstrated interpersonal skills and customer service skills are essential

• Must have strong attention to detail and accuracy

• Effective oral and written communication, problem solving and organizational skills required

• Ability to manage multiple tasks, prioritize and organize effectively and efficiently, meet established timelines, and maintain confidentiality

• Ability to exercise tact and discretion and sound judgement

• Ability to work both independently and within a team environment