Department Assistant

The University of British Columbia; Kelowna; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading educational institution, The University of British Columbia, is seeking a Department Assistant at its Kelowna campus. The role requires providing essential administrative support to faculty and department heads, enhancing the departmental workflow. Candidates should have strong organizational skills and be proficient in using MS Office, with at least two years of related experience. The institution fosters an inclusive environment and values diversity.

Qualifications

• High school graduation plus two years post-secondary education.
• Over two years of related experience preferred, especially in a university setting.
• Ability to manage multiple tasks and prioritize effectively.

Responsibilities

• Provide administrative support to department heads and faculty.
• Organize and manage schedules, meetings, and documentation.
• Assist with student inquiries and departmental communications.

Skills

Organizational skills

Communication skills

MS Office proficiency

Independent working ability

Education

High school graduation plus two years post-secondary education

Job description

remote type This position is in-person at a UBC location.

locations UBC Okanagan Campus

time type Full time

posted on Posted Yesterday

job requisition id JR21671

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Secretary II

Job Title

Department Assistant

Department

UBCO | Faculty | History and Sociology | Irving K. Barber Faculty of Arts and Social Sciences

Compensation Range

$4,095.00 - $4,695.00 CAD Monthly

Posting End Date

August 5, 2025

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

Job End Date

July 31, 2026

The expected pay for this position is $4095/month.

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 Description Summary

The position provides 50/50 support to the Department Heads, faculty and staff in the Department of History and Sociology and the Department of Economics, Philosophy and Political Science. This position works collaboratively with the Senior Department Administrative Assistants with regard to recruitment tasks and events.

Organizational Status

The Dean of the Faculty is the primary administrator. The Deans Office includes several Associate Deans and various staff members. The Faculty of Arts and Social Sciences is divided into a number of Administrative Units (each with a Department Head) that house the many disciplinary and interdisciplinary degree programs. This position reports to the Department Heads for day-to-day activities related to administrative support, and works collaboratively with the Senior Department Administrative Assistants to meet department needs. The position reports to the Manager, Administration and Operations with regards to conditions of employment and University, Faculty and Departmental policies and procedures.

This position works with other members of the University community such as, Centre for Teaching and Learning, Disability Resource Centre (DRC), IT Services, Library (UBCO and UBCV), and UBC Media Centre, as well as the Department Heads in History and Sociology and Economics, Philosophy and Political Science. This position also interacts with students, staff, faculty members, Enrolment Services, Facilities Management and other faculties and departments.

Work Performed

• Answers student questions by accessing information in Workday (following appropriate privacy regulations and guidelines)
• Prepares and distributes agendas, documentation and minutes for Department meetings, caucus meetings, ad hoc meetings and various committees. Attends meetings; takes minutes.
• Coordinates and schedules meetings, including booking rooms and equipment.
• Responds to inquiries from students, faculty members, staff, other UBC departments and the general public.
• Processes, tracks and updates Salto (security) access.
• Monitors office equipment; copier, printer, etc. Arranges regular service maintenance and repair calls for office equipment. Instructs faculty on proper equipment use.
• Receives and distributes mail.
• Distributes general and departmental announcements.
• Files and retrieves documents as required.
• Prepares and submits Facilities work orders to address routine facility, building and maintenance issues
• Assists with final exam supplies and sign-up sheets; organizes storage for final exams for large classes
• Orders and maintains office supplies, final exam supplies (bubble sheets, booklets), copy paper
• Maintains various department bulletin boards
• Facilitates courier and shipping as needed
• Creates print materials for promotion of courses
• Covers for the Senior Department Assistants during absences

Student Support

• Resolves classroom issues
• Handles classroom issues and changes
• Oversees the booking of Out of Time examinations
• Collects course syllabi and files on the K drive
• Creates a department teaching schedule reference document complete with office hours
• Processes various paperwork requests.

Event Support

• Assists Senior Department Assistants with all events, (on and off campus) including seminars, conferences, guest speakers, and other events, either in person or via Zoom
• Submits Event Promotion Form to FASS Dean’s communication staff, and liaisons with communication staff on event details
• Coordinates event logistics such as catering, room bookings (on and off campus), IT Services and Facilities workorders.
• Creates printed and digital promotional materials, such as posters, programs, and paid advertising.
• Distributes event information to department mailing lists
• Supports Senior Department Assistants on day of event if required
• Performs other duties as required.

Supports Senior Admin Assistant with recruiting and onboarding

• Organizes interview schedules
• Sets up committee meetings for Search committees
• Schedules interviews, and job talks, and other meetings
• Books travel and accommodation for candidates
• Liaisons with candidates to finalize interview schedules
• Creates posters and advertises job talks.
• Supports onboarding of new faculty, which may include submitting IT Services, Facilities, SALTO access workorders

Supports Annual Activity Report Process

• Collects and compiles all documents (CV’s, cover letter, annual activity report, Student Experience of Teaching scores)
• Provides quality assurance of Faculty member reports by checking for completeness, signatures, and formatting
• Files all relevant documents in shared drive for review by Dean’s office

Department financial processes:

• Manages credit card: purchases and reconciliations

Consequence of Error/Judgement

This position is expected to perform professionally and make proper and sound decisions. Adherence to detail is critical. This position has access to confidential correspondence, student exams, financial records and personal information for staff and faculty. This position has access to sensitive student record information. Errors have a direct impact on student academic records. Poor judgment or errors in processing confidential materials and correspondence could have an adverse effect on the work of the Department Heads. Access to this wide range of information requires the employee to exercise judgment in maintaining the confidentiality of the information. A breach of privacy and policy may have financial, legal and reputational implications for the University. Must be able to exercise a great deal of judgment and initiative in dealing with administrative matters where there are no established policies, procedures or guidelines.

Incorrect decisions/judgments with respect to supporting the faculty member in course preparation, teaching, grading, research and service, may have negative consequences for the faculty member’s reputation and performance. This includes maintaining currency in knowledge of equipment, technology and software.

While any student academic disciplinary measures are the faculty member’s responsibility.

Supervision Received

This position reports directly to the Head of Sociology and History and 50% FTE to the Head of Economics, Philosophy and Political Science. This position will also report to the Manager, Administration and Operations with regards to conditions of employment and University, Faculty and Departmental policies and procedures. This position carries out familiar phases of work independently and in accordance with established procedures; however, is expected to be able to take initiative, problem-solve, determine course of action and then follow through independently without supervision.

Supervision Given
None

Education/Work Experience:

High school graduation plus two years post-secondary education. Over two years of related experience or an equivalent combination of education and experience. Experience in a university setting providing administrative assistance to executives is preferred.

Skills

• Able to ensure efficient records management procedures and practices.
• Demonstrated organizational skills are required.
• Ability to effectively use MS Office at an intermediate level. (e.g., Outlook, MS Word, MS Excel)
• Ability to effectively manage multiple tasks and priorities.
• Ability to communicate effectively verbally and in writing.
• Ability to work effectively independently and in a team environment.
• Ability to maintain accuracy and attention to detail.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to take and transcribe accurate minutes and ability to perform word processing at 60 words per minute.

Expectations for all UBC employees:
- 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