Administrative Clerk

University of British Columbia; Vancouver; On-site; CAD 50,000 - 54,000; Full time

Job summary

The University of British Columbia is seeking an Administrative Clerk to provide essential clerical support for Campus Security. You will triage service requests, generate reports, and process financial and payroll transactions, while maintaining records and schedules.

Reporting to the Manager, Systems & Compliance, the role emphasizes accuracy, data integrity, and proactive problem solving. Collaboration with the Clerk IV and cross‑department coordination are expected.

Qualifications

• High school graduation plus business training in office procedures and practices and a minimum four years of related experience.
• Willingness to respect diverse perspectives, including perspectives in conflict with one's own
• Demonstrates a commitment to equity, diversity and inclusion

Responsibilities

• Provides administrative support: types documents, prepares reports, enters data, and handles schedules.
• Responds to inquiries related to Campus Security administrative procedures and financial processes.
• Coordinates supplies and inventory management.
• Prepares financial transactions, including payroll, in Workday.
• Submits financial requests (expenses, invoices, PO, journal vouchers) for processing in Workday.
• Schedules security staff and maintains adequate coverage across operations.
• Processes time-off requests and backfills to maintain staffing levels.
• Places IT or Facilities service requests and tracks resolution.
• Maintains physical and electronic records per retention schedules.
• Maintains security application data and contact directories.

Skills

Administrative tasks

Data entry

Communication

Time management

Education

High school diploma + office procedures training

Tools

Word

Excel

Workday

Planon

ServiceNow

Job description

Job Title Administrative Clerk Job Category CUPE 116 Job Profile CUPE 116 Salaried - Clerk 3 Job Family Group Staff - Union Department Community Relations and Communications | Campus Security | Safety & Risk Services | VP Finance and Operations Compensation Range $4,442.00 - $4,877.00 CAD

Job End Date Ongoing Posting End Date November 9, 2026

Job Summary

Provides integral clerical support for the administrative functions of the Campus Security. Handles and triages service requests and general inquiries. Produces reports and other documents, processes financial and payroll transactions, schedules, and performs routine administrative tasks, including data entry, updating and maintaining records and work requests.

Organizational Status

The Administrative Clerk reports to the Manager, Systems & Compliance.

Work Performed

• Provides administrative support to the Campus Security department. Types and formats documents, prepares reports, enters and analyzes data, schedules meetings and responds to emails.
• Responds to complex oral and written enquiries relating to the Campus Security administrative procedures, including financial processes.
• Coordinates the acquisition and manages an inventory of supplies and equipment.
• Prepares and enters financial transactions, including payroll, in Workday.
• Submits financial requests on behalf of the Campus Security, including, but not limited to, expense claims, invoice payments, purchase orders and journal vouchers for further processing in Workday, verifies completion, and reconciles transactions.
• Responsible for scheduling full-time, part-time, and auxiliary campus security staff in accordance with the scheduling policy, ensuring adequate coverage for all operational streams.
• Processes time-off requests and backfills in alignment with policy to maintain adequate staffing levels
• Places IT or Facilities service requests when required. Monitors work completion and resolves problems with UBC IT. Prepares reports on service usage and costs.
• Assists with organizing and archiving Campus Security records (paper and electronic), and maintains records so that they are accessible and held or culled according to the University's record retention schedules.
• Assists with the maintenance of data on security applications.
• Maintains directories and mailing lists.
• Act as administrator for department requests for keys and access privileges.
• Performs other related duties as required.
• Provides back-up support for other administrative duties when required that are appropriate to the classification.

Consequence of Error/Judgement

Works in accordance with broadly established procedures and practices and is expected to exercise initiative and judgment to determine which of many methods to use in any given situation. Initiative is required in planning as well as prioritization to complete a variety of job tasks within given deadlines. Poor performance in this position would contribute to inefficient operation and low quality of service.

Supervision Received

Works independently under the general supervision of the Manager, Systems & Compliance. Works collaboratively with Clerk IV. Supervision Given No supervisory responsibility.

Minimum Qualifications

• High school graduation plus business training in office procedures and practices and a minimum four 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

• Computer experience at an intermediate level required Word, Excel.
• Experience with UBC online systems Workday, Planon, ServiceNow, etc..
• Ability to anticipate problems and issues and plan ahead.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to prioritize and work effectively under pressure to meet deadlines in an environment with frequent interruptions.
• Ability to listen actively and attentively, and obtain clarification as required.
• Ability to learn new software programs.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to work effectively independently and in a team environment.

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].