Administrative Coordinator

The University of British Columbia; Vancouver; Hybrid; CAD 51,000 - 54,000; Full time

Job summary

The University of British Columbia is seeking an Administrative Coordinator to provide high-level, confidential support to the Senior Leadership Team within the Office of the CIO (OCIO). You will manage calendars, book travel, prepare meetings and minutes, and coordinate recruitment, onboarding and administrative processes in a fast-paced, team-oriented environment.

You will work closely with OCIO/UBC IT staff and other university units, ensuring policies are followed and deadlines met while

Qualifications

• High School graduation, plus a two year post-secondary diploma, plus four years of related experience.
• Demonstrates commitment to equity, diversity and inclusion.
• Ability to manage complex calendars and provide executive support.

Responsibilities

• Provide scheduling and logistical support to Senior Leadership Team (SLT) and coordinate meetings.
• Book travel, prepare agendas, take minutes and ensure follow-up actions.
• Coordinate recruitment, onboarding, and administrative processes for OCIO/UBC IT.
• Maintain administrative procedures and support ad hoc projects for OCIO.

Skills

Calendar management

Executive support

Communication skills

Discretion

Education

Two-year post-secondary diploma

Tools

Outlook

Word

Excel

PowerPoint

SharePoint

Videoconferencing

Job description

Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr7) Job Title Administrative Coordinator Department OCIO | Administration, AVP Compensation Range $4,594.00 - $4,827.00 CAD Monthly Posting End Date September 6, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date September 30, 2027 This is a 1-year term position with possibility of an extension

Job Summary

This position provides high-level, confidential, administrative and coordinator support to members of the Senior Leadership Team (SLT) within the Office of the CIO (OCIO). This includes providing logistical support to SLT; managing demanding calendars; accommodating change requests, redirecting and/or resolving inquiries and issues as appropriate; coordinating logistics for departmental meetings, workshops, activities and events; providing meeting support and taking minutes; booking travel arrangements; reconciling expenses; updating administrative procedures; maintaining resource databases; records management; and providing administrative and coordination support on projects that support OCIO/UBC IT as assigned by SLT. This position requires working knowledge of the activities of the Office of the CIO, a flexible approach, tact, discretion, good judgment, initiative, organization, the ability to meet deadlines and work in a complex, changing environment both independently and cooperatively. This is a fast paced, dynamic, high-performance team environment. This position must be able to foster and facilitate effective working relationships with units within the department and across the University community, and apply knowledge of the University s policies and procedures and departmental functions to the work performed.

Organizational Status

Reports to the Manager, Admin Support, OCIO, while supporting members of the Senior Leadership Team. Works collaboratively with other OCIO and UBC IT staff, the broader University community and with third party organizations.

Work Performed

Executive Team Support

Provides scheduling and logistical support to members of SLT in support of group meetings, optimizing utilization of available times, prioritizes requests, negotiates and resolves scheduling conflicts. Exercises tact, diplomacy and discretion in prioritizing, declining or redirecting requests. Adapts appropriately to changing requirements and keeps SLT informed about schedules. Responds to email, telephone, and in-person inquiries from internal staff, UBC units, and external contacts relating to SLT meetings schedules. Coordinates meetings and provides oversight as required including scheduling, distributing agendas and meeting materials, booking rooms, catering, audio-visual requirements, providing onsite meeting support if needed, meeting summaries, and ensuring follow up actions are communicated. Anticipates information needs and organizes appropriate materials for meetings, conferences or interviews. Coordinates travel arrangements for SLT members, including accommodation, transportation, and travel logistics. Prepares, reconciles and submits monthly expenses; maintains expense filing system. Assists SLT with recruitment by coordinating job postings, scheduling interviews, booking meeting rooms, managing the collection of resumes and the completion of paperwork related to recruitment process. Assists with the coordination of new employee onboarding, workstation, systems access and set-up, etc. Supports the review, streamlining and updating of administrative processes and procedures. Provides general administrative support and completes ad hoc tasks and special projects that support OCIO/UBC IT.

Meetings and Events

Under the direction of the Manager, Admin Support, performs tasks related to the coordination and organization of departmental staff meetings, events, campus tours, workshops and employee recognition activities, including coordination of logistics, venue/room bookings, audiovisual support, catering, onsite activities, invitations, registration, preparation of agendas and schedules, staff communications, budgets, onsite set-up and tear-down. Maintains documentation, schedules and project plans; upon completion contributes to meeting and event debriefs and preparation of reports containing evaluation data and recommendations for continuous process improvements. Creates and maintains vendor and event space databases and contact directories. Develops and maintains an active network of internal and external contacts in support of OCIO/UBC IT events and activities.

Administration

Performs general administrative duties in support of SLT, including receiving guests at the office, responding to in-person, telephone and email inquiries, and providing general office support. Prepares and maintains a variety of administrative documents, spreadsheets and forms; maintains filing systems and archival procedures. Creates and maintains databases and directories. Proposes recommendations for the continuous improvement of administrative processes and procedures. Reviews and updates IT Sharepoint site content. Provides departmental support where necessary to cover additional workloads and serves as a back-up to other administrative staff during various leaves. Where necessary, in consultation with the Manager, Admin Support, triages, redirects, and tracks incoming and outgoing correspondence. Research, prioritizes and determines appropriate course of action, referral or response on matters identified by Manager, Admin Support and SLT. Performs other related duties and tasks as required and as delegated by the Manager, Admin Support and members of SLT.

Consequence of Error/Judgement

Work is performed within authorized prescribed limits and/or an approved plan. Exercises initiative and judgment in developing processes, scheduling priorities, and coordinating and maintaining administrative routines which require input from various sources. Job tasks are governed generally by broad instructions, objectives, and policies, usually involving frequently changing conditions and priorities. This position is expected to perform professionally and make sound decisions. This position may have access to information which is governed by the Freedom of Information and Protection of Privacy Act (FIPPA) and/or by the Personal Health Information Access and Protection of Privacy Act, so must make informed decisions and use sound judgement regarding the handling (collection, use and disclosure) of confidential information.

Supervision Received

Reports to and works under the direction of the Manager, Admin Support, OCIO. Works closely with and takes direction from members of the SLT. Performs familiar duties independently and in accordance with established procedures. Consults with the Manager, Admin Support, OCIO regarding new and/or complex matters.

Supervision Given

This position is not responsible for the supervision of others.

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

• Training in administrative secretarial skills and training in office procedures and practices preferred.
• Must have intermediate level skills in internet applications and tools and Microsoft Office programs including Outlook, Word, Excel, and PowerPoint. Experience with SharePoint, videoconferencing, preferred.
• Ability to type 60 wpm and to operate the normal range of other office equipment.
• Previous experience with complex, high, volume calendar management and providing executive support to a number of individuals is required.
• Strong ability to accurately maintain calendars, reconcile scheduling conflicts, coordinate meetings, and schedule the day s activities appropriately.
• Proven administrative and event coordination experience working in a large, complex organization.
• Strong organizational skills and ability to effectively manage multiple tasks, meetings, and priorities simultaneously.
• Ability to prioritize work, work under pressure, and meet deadlines in a fast-paced environment.
• Ability to effectively and professionally adapt and respond to changes and concurrent and often conflicting, priorities.
• Ability to determine the nature and urgency of inquiries and issues and triage appropriately.
• Proven ability to communicate professionally and tactfully, both orally and in writing.
• Ability to compose correspondence and other written materials using clear and concise business English.
• Ability to take and transcribe accurate meeting minutes.
• Ability to gather, record, and organize information.
• Ability to be thorough and maintain accuracy and high level of attention to detail.
• Ability to take initiative on a daily basis.
• Ability to exercise judgment, tact, diplomacy and discretion with confidential matters.
• Ability to develop and maintain cooperative, productive and supportive working relationships with colleagues, members of the UBC community, and with external stakeholders.
• Ability to work both independently and participate as an effective member in a team environment.
• Ability to apply knowledge of University policies and procedures to work performed.

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].