Administrative Coordinator

UBC The University of British Columbia; Williams Lake; On-site; CAD 53,000 - 65,000; Part time

Job summary

The Alex Fraser Research Forest (AFRF) at UBC is seeking an Administrative Coordinator to provide administrative, financial and HR support for the AFRF research station near Williams Lake, BC. The role collaborates with the Site Manager to ensure smooth operation of facilities, programs, events and site activities.

You will coordinate administrative processes, financial transactions, records management, communications and customer service to meet teaching, research, extension and community

Qualifications

• Ability to exercise tact and discretion in internal and external contact work.
• Ability to draft complex correspondence for signature and write reports in clear business English.
• Ability to supervise, establish standards of performance and resolve work problems.
• Commitment to equity, diversity and inclusion in the workplace.

Responsibilities

• Coordinate day-to-day administrative operations across AFRF and develop procedures.
• Manage financial, HR, facilities and program support and prepare reports.
• Coordinate HR and payroll processes including recruitment and onboarding.
• Assist with emergency preparedness and safety compliance and 24/7 on-call readiness.

Skills

Organizational skills

Customer service

Communication skills

Supervision

Education

High school graduation

Post-secondary education (2 years)

Tools

Workday

Job description

Job Title Administrative Coordinator

Job Category Executive Administrative Staff

Job Profile Non Union Salaried - Administrative Assistant 3

Job Family Group Staff - Non Union

Department Alex Fraser Research Forests

Compensation Range $4,756.11 - $5,802.73 CAD Monthly

Job End Date Ongoing

Posting End Date November 20, 2026

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

80% part-time position at Williams Lake, BC.

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

The Alex Fraser Research Forest (AFRF) is one of two Research Forests operated by the University of British Columbia's Faculty of Forestry and Environmental Stewardship. Located near Williams Lake, BC, the AFRF supports the Faculty's teaching, research, demonstration, extension, and community engagement mandate while managing a large working forest and the UBC AFRF research station. Additionally, the 55-acre facility offers accommodations, venue rentals, and youth programming.

Because of the size of operations, AFRF is managed with a small, close-knit team of individuals who are responsible for a large diversity of tasks.

The Administrative Coordinator provides administrative, financial and human resources (HR) support to AFRF research station and works closely with the Site Manager to support the effective operation of facilities, programs, events, and site activities.

The role coordinates administrative processes, financial transactions, records management, communications, scheduling, and customer service activities that enable the research station to meet its teaching, research, extension, and community engagement objectives.

The position also supports the Site Manager in emergency response and assist with special and ongoing events and will be on the emergency call-out list in the event of emergencies and utility outages, being available 24/7.

Organizational Status Reports to the Site Manager and works closely with the Resident Forester, UBC Faculty of Forestry and Environmental Stewardship (FES) and Malcolm Knapp Research Forest (MKRF) administrative staff.

The position liaises with persons at various staff levels within the University community on a regular basis as well as external organizations, including log buyers, consulting firms, researchers, tenants, and contractors

Work Performed

Coordinates day-to-day administrative operations across the AFRF, establishes administrative work priorities and resolves issues across financial, HR, facilities and program support functions. Develops and implements administrative procedures, workflows and records management systems. Serves as the primary administrative contact for faculty, staff, students, researchers, contractors and visitors, providing information and guidance and coordinating responses to administrative matters.

Coordinates financial administration, including invoices, purchase orders, expense claims, deposits and Visa card reconciliation. Monitors and reconciles revenue, expenditures and commitments across consulting, harvesting operations, sponsored research, silviculture obligations, facility rentals, program registrations and major projects. Investigates discrepancies between internal accounting records and Workday and prepares financial information and reports to support budget planning and expenditure control.

Administers records and processes for licences, caretaker agreements and vendor contracts, ensuring documentation is accurate and complete and coordinating approvals, renewals and the resolution of administrative issues. Coordinates facility bookings, accommodations, site access and maintenance requests, resolving scheduling conflicts and administrative issues within established operational requirements.

Coordinates HR and payroll processes, including recruitment, onboarding, employee documentation, training records and leave administration. Interprets and applies University financial and HR procedures within the position’s scope, provides guidance on Workday processes and works with the appropriate University offices to resolve administrative issues.

Coordinates logistics and administrative support for field schools, workshops, training programs, tours, events and meetings. Compiles and analyzes administrative information and prepares reports, presentations, spreadsheets and correspondence. Maintains databases, websites, contact lists and communication materials, ensuring information is accurate and current.

Provides guidance and training to student employees and temporary staff on administrative procedures and work requirements. Assists with emergency preparedness, certification, planning and response in accordance with University, Faculty and Forest Safety Council requirements Serves as the UBC Joint Occupational Health and Safety Committee (JOHSC) representative for the unit. Performs other related duties as required.

Consequence of Error/Judgement

The position is responsible for coordinating operational, financial, HR and administrative activities that support the AFRF. Errors in judgment, financial administration, records management, contract administration, or communications could result in financial loss, operational disruption, non-compliance with University policies, reputational damage, delays in program delivery, or impacts to client and stakeholder relationships.

Supervision Received

Works independently under broad direction, exercising judgment in determining administrative methods, organizing priorities and resolving problems within University policies, established operational requirements and delegated authority.

Supervision Given

May provide work direction to student employees, temporary staff, volunteers, and visitors regarding administrative procedures and office practices.

Minimum Qualifications

High school graduation, plus 2 years of post-secondary education, plus 4 years of related experience; or an equivalent combination of education and experience; or an equivalent combination of education and experience.

Ability to exercise a high level of tact and discretion in internal and external contact work, and the ability to independently apply a broad knowledge of policies and procedures.

Ability to draft complex correspondence for signature, and write reports in clear concise business English.

Ability to supervise, establish standards of performance and resolve work problems.

• - 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 with providing administrative support in a complex organizational environment. Experience with financial administration, bookkeeping, accounts payable/receivable, and budget tracking. Experience coordinating meetings, events, training programs, or educational activities. Minimum 3 years of experience in workplace safety, risk management, compliance or related field. Experience conducting safety inspections, audits, and risk assessments.

Knowledge of University administrative and financial procedures is an asset. Knowledge of JOHSC regulations and applicable federal, provincial, and local safety requirements. Strong organizational skills with the ability to manage multiple priorities and deadlines. Excellent customer service, interpersonal, and communication skills. Demonstrated attention to detail and accuracy in data entry, financial processing, and records management. Ability to handle confidential and sensitive information with discretion. Ability to work independently and as part of a team. Class 5 Driver's Licence is an asset. Level I First Aid Certificate. Knowledge of the BC Forest Safety Council and completion of auditor training. Willingness to acquire and maintain FoodSafe and Serving It Right certifications Working knowledge of the forest industry preferred.

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].