Administrative Clerk

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

Job summary

The University of British Columbia in Vancouver is hiring an Administrative Clerk to provide essential clerical support to Campus Security and related administrative tasks. The role handles service requests, prepares reports, processes payroll and financial transactions, and maintains records.

The position reports to the Manager, Systems & Compliance and requires scheduling, data entry, and effective coordination across departments.

Qualifications

• High school graduation with business training in office procedures.
• Minimum four years of related experience or an equivalent combination of education and experience.
• Commitment to equity, diversity and inclusion.

Responsibilities

• Provides administrative support to Campus Security; types and formats documents, prepares reports, enters and analyzes data, schedules meetings, and responds to emails.
• Processes financial transactions and payroll in Workday; coordinates procurement and invoicing within policy.
• Maintains records and archives according to UBC retention schedules; assists with data management and reporting.
• Schedules full-time, part-time, and auxiliary staff; manages time-off requests and backfills to ensure coverage.
• Coordinates IT or Facilities service requests and tracks service usage and costs.

Skills

Data entry

Time management

Teamwork

Equity, diversity & inclusion

Education

High school + business training in office procedures

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 Monthly

Job End Date

Ongoing

Posting End Date

November 9, 2026

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

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

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.
• Perform 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.