Arts Research Centres Assistant

ubc; Vancouver; On-site; CAD 50,000 - 52,000; Full time

Job summary

University of British Columbia (UBC) in Vancouver is seeking an Arts Research Centres Assistant to provide high-level administrative support to the Arts Research Centres Administrator and Director, Research Development. This role supports faculty, staff and students across the Faculty of Arts’ research centres throughout their lifecycle from development to sundowning.

The position involves HR support, onboarding/offboarding coordination for staff and student employees, and assisting in

Responsibilities

• Provides information and guidance to the centres surrounding student appointments, payroll, and other human resources inquiries.
• Coordinates student appointments for the centres and communicates with student employees.
• Prepares offers letters and processes appointments as required with Centre staff.
• Resolves complex student appointment issues relating to grant funded positions, employment eligibility and work permits.
• Maintains relationships with faculty, staff, and students across Arts research centres.

Job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Arts Research Centres Assistant

Department

Research Centre Administration | Research Facilitation Support | Dean of Arts Office

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

September 2, 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

The Faculty of Arts Research Centres Assistant provides high-level administrative support to the Arts Research Centres Administrator and Director, Research Development. The Arts Research Centres team provides a range of supports to faculty, staff, and students working within research centres based in the Faculty of Arts, appropriate to each centre's stage in its lifecycle: development, launch and implementation, sustainment, and sundowning

Organizational Status

This position reports directly to the Arts Research Centres Administrator and works closely with the Director, Research Development. The Assistant interacts frequently with faculty members, staff, and students within research centres based in Arts, as well as staff within the Office of the Dean of Arts, such as the Arts Service Centre Finance and HR teams.

Work Performed

Human Resources Support

Provides information and guidance to the centres surrounding student appointments, payroll, and other human resources inquiries.

Coordinates student appointments for the centres. Communicates with student employees. Collects information and coordinates appointment documents, works with Centre staff to prepare offers letters and processes appointments as required.

Researches and provides information regarding UBC student appointment policies and procedures to staff and faculty. Resolves complex student appointment issues relating to grant funded positions, employment eligibility and work permits, consulting with the Research Centres Administrator and Arts Service Centre HR team as needed.

Works with relevant hiring managers to coordinate centre onboarding/offboarding for staff, and student employees. Participates in the development of procedures and materials including orientation and training activities.

General Administration and Communication

Provides general support for meetings and events, such as venue booking, administrative support, scheduling, catering arrangements, technical support/set-up, communications, tracking attendance, and administering follow-up surveys. Takes part in event set-up and take-down.

Prepares and distributes meeting agendas and other documentation. Takes and distributes meeting notes.

Under the direction of the Administrator, drafts and/or distributes emails relating to funding opportunities, upcoming events, health & safety notifications, and other Arts communications relevant to centre directors and staff.

Assists the Administrator in the editing and proofreading of documents such as centre proposal and renewal templates, calls for centre (co-)director applicants.

Assists in the administration, maintenance and updating of Arts webpages related to the Research Centres portfolio, including: news about centre initiatives, information for prospective and currently funded centres, webforms related to (co-)director searches,

Under guidance of the Administrator and Director, assists in coordinating proposal, renewal, and sundowning procedures for Arts Research Centres, including maintaining records of proposals for new and renewed funding and tracking and communicating timelines and upcoming deadlines for renewal proposals.

Responds to a range of oral and written inquiries of a general nature, and forwards these as appropriate.

Assists in the development of electronic information support systems including mailing lists, membership lists, and online records administration systems as relevant to the Arts Research Centres and Research Support Team.

Participates and/or assists in special projects, and performs associated administrative duties, as assigned. May provide functional direction to Work Learn students on assigned work.

Maintains positive relationships with faculty, staff, and students.

Provides back up support for the Arts Research Grant Assistant as required.

Performs other related duties consistent with the classification of the position as required.

Consequence of Error/Judgement

This position provides high-level assistance to staff and faculty and requires mature decision-making based on an in-depth knowledge of UBC policy. The work requires high levels of tact, discretion and accuracy. Incorrect interpreta