Administrative Coordinator

UBC The University of British Columbia; Vancouver; On-site; CAD 53,000 - 55,000; Full time

Job summary

UBC Sauder School of Business is seeking an Administrative Coordinator to support the Recruitment and Admissions unit. You will provide confidential executive and administrative assistance to the Assistant Dean and senior leadership, coordinating complex schedules, travel, visas, and related arrangements.

The role also covers developing briefing materials, maintaining records, and contributing to unit operations and events in a collaborative, inclusive environment.

Qualifications

• High School graduation, plus a two-year post-secondary diploma, plus 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 complex and confidential executive and administrative support to the Assistant Dean, Recruitment & Admissions, and senior management.
• Coordinates travel, visas, accommodations, and itineraries for complex schedules; liaises with internal and international partners.
• Prepares speaking notes, presentation slides, and briefings for press interviews and events.

Education

Two-year post-secondary diploma

Job description

Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr7) Job Title Administrative Coordinator Department Admissions Support | Recruitment and Admissions | UBC Sauder School of Business

Compensation Range $4,732.00 - $4,972.00 CAD Monthly

Posting End Date October 21, 2026

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

Job End Date Ongoing

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

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

UBC Sauder delivers a portfolio of undergraduate and professional graduate certificates, diplomas, and degrees in business, independent of Graduate + Postdoctoral Studies.

The Recruitment and Admissions (R&A) unit at the UBC Sauder School of Business plays an integral role in the achievement of the UBC Sauder’s commitment to attract, engage and retain students who represent diverse perspectives, experiences and identities (UBC Sauder Strategic Plan) by recruiting well-qualified, high-performing, community-minded, and diverse domestic and international students to meet the school’s enrolment targets and goals.

The Administrative Coordinator oversees the administration of the Recruitment and Admissions unit and provides complex and confidential administrative and executive support to the Assistant Dean, Recruitment and Admissions and to the unit’s senior management team.

Organizational Status

Reports to the Associate Manager, Admissions and Operations.

Receives direction from the Assistant Dean and other members of the R&A senior leadership team.

Work Performed

Executive Support: Provides complex and confidential executive and administrative support to the Assistant Dean, Recruitment & Admissions, and secondary support to the unit’s senior management team. Coordinates the scheduling of meetings and appointments, as well as travel, visas, accommodations, and itineraries for complex schedules, liaising with internal and international partners. Identifies and communicates high-priority requests and coordinates with other schedules, communicating and resolving scheduling conflicts. Keeps the Assistant Dean apprised of daily responsibilities, meetings, deadlines and potential changes in schedule, prioritizing urgent requests, to ensure adequate preparation and documentation. Screens and prioritizes requests, emails and phone calls; communicates and responds on behalf of the Assistant Dean as required. Prepares speaking notes, presentation slides, and briefings for press interviews, speaking engagements, and student events.

Operations Administration: Coordinates the development and maintains the Recruitment and Admissions unit's operational work plan by tracking key deadlines, deliverables, events, and priorities to support operational planning and achievement of unit’s objectives. Aligns schedules and priorities (both unit’s and the school’s), and facilitates communication among teams to ensure coordinated execution. Liaises with the Dean’s Office and other units as needed to coordinate competing priorities. Coordinates complex administrative processes and day-to-day operations for the unit, exercising initiative and judgment to manage changing and competing priorities and ensure operational needs are met. Oversees office space, equipment and supplies. Monitors internal administrative procedures and workflows for efficiency and effectiveness; anticipates needs and identifies opportunities to improve workflow, communication, and operational processes, and recommends changes as needed. Serves as the primary point of contact for unit communications, policies, procedures, and operational inquiries; coordinates announcements, supports office operations, resolves administrative issues, and liaises with UBC and Sauder partners to ensure the smooth functioning of the unit. Drafts and edits complex reports, compiles statistical data, and conducts research to support the strategic priorities of the unit. Provides administrative support for projects assigned by the Assistant Dean, R&A leadership team, or the Dean’s Office. Plans and coordinates all aspects of team-wide activities, social and recognition events, and related communications that foster engagement, inclusion, and a positive work environment. Oversees and maintains unit’s files and information on shared drives and digital collaboration tools. Participates actively on the unit's Engagement Committee and represents the unit on relevant UBC Sauder committees (e.g., Health & Safety and Floor Wardens).

Financial Administration: Performs financial duties such as tracking unit expenses and monitoring and reporting on monthly ledgers, processing invoices, purchase orders, honoraria, travel and expense reimbursements and credit card reconciliations through Workday; liaises with Procurement, buyers, and UBC Sauder Finance to ensure timely and compliant processing; investigates and responds to accounting inquiries as needed. Coordinates contractor engagements for the unit, including related documentation, financial transactions and approvals. Prepares and updates financial reports, expense summaries, and budget spreadsheets to support unit leadership in budget development, monitoring, and financial planning aligned with school and University priorities.

Human Resources Administration: Supports unit leadership in the development and implementation of onboarding and offboarding processes for the unit. Creates and maintains onboarding guides and related communications. Oversees employee onboarding and offboarding processes for the unit, coordinating access, resources, and equipment for incoming and departing employees. Supports workforce planning for the unit by tracking team travel, vacation and work schedules, and training requirements, and coordinating related administrative activities. May provides coverage to other support employees in the office during absences or peak periods and performs other related duties as required.

Consequence of Error/Judgement

This role handles sensitive and confidential matters, and is required to exercise judgment, tact, discretion, and initiative to an outstanding degree. The complex nature of the work requires independent planning of the sequence of duties, the work methods to be employed, and the actions to be taken. This role applies knowledge of policies, procedures and guidelines to make well-informed decisions. Timeliness, diplomacy, prioritization and the ability to multitask are essential when dealing with complex inquiries, requests of the Associate Dean’s time and other varied assignments. Inability to manage time effectively and to plan according to deadlines could compromise the workflow of the Assistant Dean. Errors in performance or indiscretions in judgment can have negative impact on the unit and the school, and may result in legal action, negative public relations, financial repercussions, and loss of credibility.

Supervision Received

Reports to the Associate Manager, Admissions and Operations. Receives direction from the Assistant Dean and other members of the R&A senior leadership team. Works under broad directions and with minimal supervision.

Supervision Given

May provide training and guidance to temporary employees or student workers.

Minimum Qualifications

• High School graduation, plus a two-year post-secondary diploma, plus 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

• Experience working in a large and complex organization.
• Excellent communication/interpersonal skills and ability to develop and maintain cooperative and productive working relationships in a fast-paced team environment.
• Excellent organizational and multitasking skills and ability to work under pressure of deadlines.
• Ability to prioritize assignments and work independently without ongoing direction.
• Ability to accurately gather, organize and summarize information.
• Ability to plan, schedule and organize a variety of events.
• Ability to exercise a high level of tact, discretion and professionalism in developing and maintaining collaborations with a variety of stakeholders.
• Ability to effectively use Word, Excel, PowerPoint, Outlook and electronic surveys at an intermediate level.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
• Ability to exercise judgement under pressure and demonstrate initiative in handling matters of a complex and non-routine nature.

Equity and Diversity Statement

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.

Application Information

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