Administrative Assistant, School of Engineering

UBC The University of British Columbia; Kelowna; On-site; CAD 39,000 - 45,000; Full time

Job summary

The University of British Columbia Okanagan campus is seeking an Administrative Assistant, School of Engineering. The role provides flexible administrative support across Academic Services, Administrative Services, and School initiatives, assisting with scheduling, records, communications, events, and student services.

The position supports faculty, staff, students, and external stakeholders within a collaborative environment and may work across multiple teams to meet evolving operational needs.

Qualifications

• Completion of Grade 12 plus a two-year post-secondary diploma or equivalent
• Minimum two years of relevant administrative, clerical, customer service, or office support experience
• Ability to communicate effectively both verbally and in writing
• Familiarity with standard office software and data management
• Experience in a post-secondary education environment (asset)
• Experience supporting meetings, events, projects, or outreach activities
• Ability to work in a fast-paced environment with multiple stakeholders and priorities

Responsibilities

• Provides administrative support to Academic Services, Administrative Services, and shared School initiatives
• Assists with correspondence, scheduling, records management, filing, data entry, and general office administration
• Monitors and responds to routine inquiries via shared email, phone, and other channels
• Maintains files, databases, spreadsheets, forms, and tracking systems
• Supports meeting scheduling, calendar coordination, room bookings, and logistics
• Supports student service and academic administrative activities
• Assists with admissions, registration, scheduling, examinations, awards, graduation, and student records
• Provides procurement, purchasing, inventory tracking, and supplies management support
• Assists with communications, events, and outreach activities
• Collects, verifies, and organizes information; supports routine reports and data management
• Provides committee and project support including agenda prep and minute-taking

Skills

Strong organizational skills

Time-management

Customer service

Verbal and written communication

Ability to work independently

Teamwork

Education

Grade 12 plus 2-year post-secondary diploma

Tools

Workday

Microsoft 365

SharePoint

Qualtrics

Job description

Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Hourly - Support Services Assistant II Job Title Administrative Assistant, School of Engineering Department UBCO | Administration | School of Engineering | Faculty of Applied Science

Compensation Range $28.65 - $32.84 CAD Hourly

Posting End Date October 13, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date November 1, 2027

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 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 Status

This 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.

Administrative Support

• Provides 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 Support

• Provides 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 Support

• Provides 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 Support

• Assists 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 Support

• Collects, 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 Support

• Provides 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 Duties

• Participates 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/Judgement

The 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 Received

Reports 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 Given

None. May provide routine information and procedural guidance to students, student employees, and other staff regarding administrative processes and established procedures.

Minimum Qualifications

• Completion 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.

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [e-mail].