Administrative Assistant, School of Engineering

University-of-British-Columbi; East Central Okanagan Electoral Area; On-site; CAD 82,105,000 - 94,090,000; Full time

Job summary

University of British Columbia Okanagan School of Engineering seeks an Administrative Assistant to provide comprehensive administrative support across Academic Services and Administrative Services. The role covers data management, scheduling, records keeping, and liaison with faculty, staff, students, and external partners.

Responsibilities include admissions support, event logistics, procurement, and preparation of reports and communications.

Qualifications

• Completion of Grade 12 plus a two-year post-secondary diploma or an equivalent combination of education and experience.
• Experience in administrative, clerical, customer service, or office support roles is required.
• Ability to prioritize multiple tasks with accuracy and strong attention to detail.

Responsibilities

• Provide administrative support to Academic Services, Administrative Services, and shared School initiatives.
• Manage correspondence, scheduling, records, filing, data entry and general office administration.
• Support student services activities including admissions, registration, scheduling, exams, awards and graduation processes.
• Assist with procurement, inventories, and office supplies; support event planning and coordination.
• Prepare reports, communications, and meetings materials; maintain records and data management.

Skills

Customer service

Organization

Time management

Communication

Teamwork

Education

Two-year post-secondary diploma

Equivalent education/experience

Tools

Workday

Microsoft 365

SharePoint

Qualtrics

Job description

Staff - UnionJob CategoryBCGEU Okanagan Support StaffJob ProfileBCGEU OK Hourly - Support Services Assistant IIJob TitleAdministrative Assistant, School of EngineeringDepartmentUBCO | Administration | School of Engineering | Faculty of Applied ScienceCompensation Range$28.65 - $32.84 CAD HourlyPosting End DateOctober 13, 2026Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateNovember 1, 2027At 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 SummaryThe School of Engineering is one of the largest academic units at UBC Okanagan and supports undergraduate and graduate education, research, industry engagement, outreach, student services, and administrative operations.This position provides administrative support to the School of Engineering and may be assigned to support the Academic Services team, the Administrative Services team, or both teams, depending on operational needs. The role is designed to provide flexible administrative capacity across the School and may support a variety of academic, student service, operational, communications, event, records management, and project-related activities.Working within established policies, procedures, and guidelines, the incumbent provides responsive administrative support to faculty, staff, students, and external stakeholders and contributes to the efficient operation of School activities and services. The position works in a highly collaborative and cross-functional environment and may support multiple teams, initiatives, and service areas as business requirements evolve.Organizational StatusThis position reports to either the Manager, Engineering Academic Services or the Manager, Administration, depending on organizational needs and assignment.This position works closely with faculty, staff, students, student employees, alumni, external partners, and other University departments. The position may support activities within Academic Services, Administrative Services, or initiatives shared between both teams.The role operates within a dynamic environment with frequently changing priorities and requires flexibility to support a broad range of administrative functions. This position works collaboratively with colleagues across the School and may provide support for projects, events, operational initiatives, student-related activities, and administrative processes.Work PerformedAdministrative SupportProvides administrative support to Academic Services, Administrative Services, and shared School initiatives.Assists with correspondence, scheduling, records management, filing, document preparation, data entry, and general office administration.Monitors and responds to routine inquiries received through shared email accounts, telephone, and other communication channels.Maintains files, databases, spreadsheets, forms, and tracking systems.Assists with preparing reports, presentations, communications, and other documentation.Supports meeting scheduling, calendar coordination, room bookings, and logistical arrangements.Student and Academic Services SupportProvides administrative support for student service and academic administrative activities.Responds to routine student inquiries and directs students to appropriate resources and services.Assists with academic and student-related processes in accordance with established procedures.Supports activities related to admissions, registration, scheduling, examinations, awards, graduation, student communications, student records, and other academic support functions.Assists faculty and staff with routine academic administrative activities.Supports maintenance of student and program records.Operational and Administrative Services SupportProvides administrative support for School operational and administrative activities.Assists with procurement, purchasing, inventory tracking, supplies management, and other administrative processes.Supports office coordination activities and operational workflows.Assists with maintaining administrative records and documentation.Supports service requests, approvals, and administrative transactions.Communications and Event SupportAssists with preparation and distribution of communications to students, faculty, staff, alumni, and external stakeholders.Supports meetings, workshops, information sessions, outreach activities, and School events.Assists with event registration, scheduling, logistics, material preparation, and event-day support.Supports communications and engagement activities across the School as required.Data Management and Reporting SupportCollects, compiles, verifies, and organizes information from a variety of sources.Assists with surveys, data collection, reporting activities, and information tracking.Maintains records and files in accordance with established procedures.Supports School initiatives requiring document collection, file organization, record keeping, or data management.Assists with preparation of routine reports and summaries.Committee and Project SupportProvides administrative support to committees, working groups, and project teams.Assists with agenda preparation, minute taking, meeting coordination, and follow-up activities.Supports implementation of administrative processes and operational improvements.Assists with special projects and initiatives as assigned.General DutiesParticipates in cross-training activities to support operational flexibility across the School.Provides backup support to colleagues during peak periods, absences, and special projects.Maintains confidentiality when handling student, employee, and University information.Performs other related duties as required.Consequence of Error/JudgementThe position exercises judgment within established policies, procedures, and guidelines. Errors in judgment or work performance may result in delays to administrative processes, inaccurate records, ineffective communications, disruption to services, inconvenience to faculty, staff, students, or external stakeholders, and the need for corrective action by others.The incumbent is expected to maintain a high degree of accuracy, attention to detail, confidentiality, and professionalism when handling records, documentation, communications, and sensitive information.Supervision ReceivedReports to either the Manager, Engineering Academic Services or the Manager, Administration, depending on assignment.Work is performed under general supervision and within established procedures, policies, and guidelines. The incumbent is expected to organize routine work independently, prioritize assigned tasks, and seek guidance on unusual or complex matters.Specific assignments may be provided by designated supervisors, managers, or project leads within Academic Services, Administrative Services, or other School functions.Supervision GivenNone.May provide routine information and procedural guidance to students, student employees, and other staff regarding administrative processes and established procedures.Minimum QualificationsCompletion of Grade 12 plus a two-year post-secondary diploma, or an equivalent combination of education and experience, and a minimum of two (2) years of relevant administrative, clerical, customer service, office support, or student service experience.Willingness to respect diverse perspectives, including perspectives in conflict with one's own.Demonstrates a commitment to enhancing awareness, knowledge, and skills related to equity, diversity, inclusion, accessibility, and Indigenous engagement.Experience using standard office software applications, databases, spreadsheets, and word-processing software.Strong organizational, time-management, and customer-service skills.Ability to prioritize work and manage multiple tasks while maintaining accuracy and attention to detail.Ability to communicate effectively both verbally and in writing.Ability to exercise tact, discretion, and sound judgment.Ability to work effectively both independently and as part of a team.Experience in a post-secondary education environment.Experience providing administrative support in academic, student service, operational, or office settings.Familiarity with Workday, Microsoft 365, SharePoint, Qualtrics, or similar systems.Experience supporting meetings, committees, events, projects, or outreach activities.Experience maintaining records, preparing reports, and working with data and information systems.Knowledge of UBC administrative processes, policies, and systems is an asset.Experience working in a fast-paced environment supporting multiple stakeholders and priorities.