Administrative Coordinator

UBC Sauder School of Business; Vancouver; On-site; CAD 50,000 - 65,000; Full time

Job summary

UBC Sauder School of Business is seeking an Administrative Coordinator at the Vancouver campus to support the Recruitment and Admissions unit with confidential executive and administrative tasks.

The role involves coordinating schedules and travel, preparing briefing materials, and assisting with communications to help the unit align with school objectives and ensure smooth operations across internal partners.

Responsibilities

• Provides complex and confidential executive and administrative support to the Assistant Dean, Recruitment & Admissions and senior management.
• Coordinates scheduling, travel, visas, accommodations, and itineraries for complex schedules.
• Prepares speaking notes, briefing materials and briefings for events and meetings.
• Oversees unit communications and supports office operations to ensure smooth functioning.

Job description

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.

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.