Faculty Administrative Support

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

Job summary

The University of British Columbia is seeking a Faculty Administrative Support member to provide executive administrative assistance in the Department of Chemistry. This role involves managing faculty calendars, preparing academic documents, and ensuring efficient day-to-day operations. Ideal candidates will have strong organizational skills and a commitment to diversity and inclusion.

Qualifications

• Willingness to respect diverse perspectives and commitment to equity, diversity, and inclusion.
• Excellent interpersonal and communication skills.
• Experience in a science-related university environment preferred.

Responsibilities

• Provides executive administrative support to faculty members.
• Manages calendars, arranges meetings, and handles financial duties.
• Coordinates hiring processes and organizes seminars and workshops.

Skills

Communication

Organization

Time Management

Teamwork

Education

High School diploma

1 year post-secondary education

Tools

MS Office

Outlook

WordPress

EndNote

Job description

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Staff - Union

Job Category

CUPE 2950

Job Profile

Job Title

Faculty Administrative Support

Department

Administrative Support | Department of Chemistry | Faculty of Science

Compensation Range

4,449.00 - $4,676.00 CAD Monthly

Posting End Date

May 25, 2025

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

Job End Date

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

Provides executive administrative support to assigned faculty member(s) in the Department of Chemistry: works within the policies and procedures of the University and the Department of Chemistry. Coordinates and prepares academic and research-related documents; manages day-to-day administrative tasks for faculty members' research grants and contracts; manages calendars, arranges meetings, travel, and reimbursements; prepares correspondence, reports, and other duties supporting research activities.

Organizational Status

Works independently under minimal supervision. Reports to faculty members, the Administrative and Human Resource Manager, and the Director, Finance & Operations. Requires initiative and judgment for prioritizing and completing assignments.

Work Performed

• Provides administrative support, exercising discretion and confidentiality.
• Drafts and formats materials such as correspondence, reports, presentations, grant applications, and budgets.
• Manages faculty calendars, schedules meetings, arranges travel, and coordinates logistics.
• Prepares and maintains materials for meetings, deadlines, and grant applications.
• Handles financial duties including expense reconciliation, reimbursements, and grant management.
• Maintains financial records and updates CVs for faculty members.
• Acts as liaison with external agencies, funding bodies, and collaborators.
• Coordinates hiring processes, research personnel issues, and departmental logistics.
• Organizes seminars, workshops, and conferences.
• Assists with teaching and exam materials as needed.
• Responds to inquiries, updates websites, and manages records.

Supervision Received

Works independently with minimal supervision, reporting to faculty members and department managers as appropriate.

Supervision Given

No direct supervision but provides coordination and training for temporary and new support staff.

Minimum Qualifications

• Willingness to respect diverse perspectives and a commitment to equity, diversity, and inclusion.

Preferred Qualifications

• High School diploma with 1 year post-secondary education, or 4 years related experience.
• Excellent interpersonal and communication skills.
• Experience in a science-related university environment preferred.
• Proficiency with Mac and PC platforms and relevant software (Outlook, MS Office, WordPress, EndNote).
• Knowledge of UBC regulations and policies preferred.
• Strong organization, time management, and ability to multitask under pressure.
• Teamwork skills and familiarity with UBC financial systems are assets.

Seniority level: Entry level

Employment type: Full-time