Co op Administrative Assistant

ubc; Kelowna; On-site; CAD 52,000 - 60,000; Full time

Job summary

UBC Okanagan is seeking a Co-op Administrative Assistant to support the daily operations of the Co-operative Education Program. The role focuses on financial management, administrative and outreach tasks essential to program execution and stakeholder interactions.

You will work with students, community partners and faculty to process applications, coordinate events, maintain records, and ensure smooth office operations. This is a paid, on-campus position in Kelowna, BC.

Responsibilities

• Provides administrative support to the Interdisciplinary Co-op Office program.
• Receives and responds to student meeting requests, arranging time in Co-op and Career Coordinator(s) calendar and during office hours.
• Maintains records of contacts in the internal database CRM (i.e. Maximizer).
• Provides regular maintenance to the Co-op website, using Wordpress.
• Arranges the student Co-op application process in September/October.
• Maintains the online application form for program intake and compiles complete student applications for review by the Co-op and Career Coordinator(s)).
• Oversees the recruitment process logistics: maintains a database and schedule for intake interview scheduling, collecting, tracking and recording payment of Co-op Fees.
• Assists with creating formal documentation and letters for students and employers (e.g. work permit/visa support, formal acceptance letters).
• Pre-plans and preparation for campus-wide career activities that network with community members and fellow UBC students; events include Career Days and CPA Fall Recruitment.
• Pre-plans and preparation for orientation and information sessions for students, as well as staff and faculty.
• Arranges materials and registration details for Co-op promotion and outreach activities at events on and off campus.
• Assists with workshops and activities for co-op students by overseeing logistics including: booking rooms, organizing catering and gathering materials (nametags, supplies, sign-in sheets).
• Gathers data for reporting on student work term statistics and program information such as posted positions and application rates.
• Finance and Accounting Support: Creates financial documents/requisitions and data entry using OPT, FMS SmartForms and related tools.
• Uses knowledge of UBC policy to make decisions during document preparation.
• Reconciles UBC Visa transactions for Co-op Office Visa cardholders; assists with transaction questions and anomalies.
• Supports UBC Okanagan Co-op Office users of the OPT system by resolving issues.

Job description

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant II

Job Title

Co op Administrative Assistant

Department

UBCO | Program Support | Academic and Career Development

Compensation Range

\$4,695.00 - \$5,385.00 CAD Monthly

Posting End Date

August 18, 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

This position supports the daily operations of the UBC Okanagan Co-operative Education Program, an Interfaculty Experiential Learning Program supporting undergraduate students from; The Faculty of Science, The Faculty of Arts and Social Sciences, Faculty of Creative and Critical Studies, and Faculty of Health and Social Development. The UBC Okanagan Co-op Program works with 3rd and 4th Year students who have elected to pursue Co-op as part of their Undergraduate experience; Co-op is a paid opportunity for students to gain professional, real-world experience relevant to their future career and academic goals. The Program collaborates with local, national, and international employers from all sectors of the economy. The Co-op Administrative Assistant is responsible for core financial management, administrative and support functions of the Co-op Education Program critical to the overall execution of the program. The Co-op Administrative Assistant is required to maintain a high-level of professionalism when interacting with stakeholders (students, community partners and faculty and staff across campus) via email, over the phone, and in person.

Organizational Status

This position reports to the Manager of Co-operative Education and works closely with and may take direction from the Co-op and Career Coordinator(s) as well as the Managers of Career Development and Business Development. This position will also work with members the Faculty s Programs Office, Research Office and Administration Office, and may take direction from senior managers in the Faculty.

Work Performed

• Provides administrative support to the Interdisciplinary Co-op Office program:
• Receives and responds to student meeting requests, arranging time in Co-op and Career Coordinator(s) calendar and during office hours
• Maintains records of contacts in the internal database CRM (i.e. Maximizer)
• Provides regular maintenance to the Co-op website, using Wordpress
• Arranges the student Co-op application process in September/October
• Maintains the online application form for program intake and compiles complete student applications for review by the Co-op and Career Coordinator(s)
• Oversees the recruitment process logistics: maintaining a database and schedule for intake interview scheduling, collecting, tracking and recording payment of Co-op Fees
• Assists with creating formal documentation and letters for students and employers (i.e. work permit/visa support, formal acceptance letters)
• Pre-plans and preparation for campus-wide career activities that incorporate opportunities for students to network with community members and fellow UBC students; learn about career options and build their networks; these events include: Career Days, National Co-op Week, and CPA Fall Recruitment.
• Pre-plans and preparation for orientation and information sessions for students, as well as staff and faculty
• Arranges materials and registration details for Co-op promotion and outreach activities at various events both on and off campus.
• Assists with workshops and activities for co-op students by overseeing logistics including: booking rooms, organizing catering and gathering materials (i.e. nametags, supplies, sign-in sheets), and working with key departments across campus (i.e. Audio Visual needs, space booking)
• Gathers data for reporting on student work term statistics, community partner profiles, local, national and international work experience and stats regarding key program information such as posted positions, application rates, etc.
• Finance and Accounting Support: Creates financial documents/requisitions; performs accurate and timely data entry of financial documents (cash deposits, journal vouchers, creating invoices for payment, travel claims, professional development funding and purchasing requisitions) using the Online Payment Tool (OPT), FMS SmartForms, purchase requisitions and journal vouchers.
• Uses knowledge of UBC policy and practice to make decisions during document preparation.
• Reconciles UBC Visa transactions for the UBC Co-op Office Visa cardholders; assists with Visa transaction questions and anomalies.
• Supports UBC Okanagan Co-op Office users of OPT system by resolvin