Engineering Administrative Support Specialist

UBC The University of British Columbia; Kelowna; On-site; CAD 39,000 - 45,000; Full time

Job summary

The University of British Columbia Okanagan campus is seeking an Administrative Assistant, School of Engineering. The role provides flexible administrative support across Academic Services, Administrative Services, and School initiatives, assisting with scheduling, records, communications, events, and student services.

The position supports faculty, staff, students, and external stakeholders within a collaborative environment and may work across multiple teams to meet evolving operational needs.

Qualifications

• Completion of Grade 12 plus a two-year post-secondary diploma or equivalent
• Minimum two years of relevant administrative, clerical, customer service, or office support experience
• Ability to communicate effectively both verbally and in writing
• Familiarity with standard office software and data management
• Experience in a post-secondary education environment (asset)
• Experience supporting meetings, events, projects, or outreach activities
• Ability to work in a fast-paced environment with multiple stakeholders and priorities

Responsibilities

• Provides administrative support to Academic Services, Administrative Services, and shared School initiatives
• Assists with correspondence, scheduling, records management, filing, data entry, and general office administration
• Monitors and responds to routine inquiries via shared email, phone, and other channels
• Maintains files, databases, spreadsheets, forms, and tracking systems
• Supports meeting scheduling, calendar coordination, room bookings, and logistics
• Supports student service and academic administrative activities
• Assists with admissions, registration, scheduling, examinations, awards, graduation, and student records
• Provides procurement, purchasing, inventory tracking, and supplies management support
• Assists with communications, events, and outreach activities
• Collects, verifies, and organizes information; supports routine reports and data management
• Provides committee and project support including agenda prep and minute-taking

Skills

Strong organizational skills

Time-management

Customer service

Verbal and written communication

Ability to work independently

Teamwork

Education

Grade 12 plus 2-year post-secondary diploma

Tools

Workday

Microsoft 365

SharePoint

Qualtrics

Job description

The University of British Columbia Okanagan campus is seeking an Administrative Assistant, School of Engineering. The role provides flexible administrative support across Academic Services, Administrative Services, and School initiatives, assisting with scheduling, records, communications, events, and student services.

The position supports faculty, staff, students, and external stakeholders within a collaborative environment and may work across multiple teams to meet evolving operational needs.