Faculty Administrative Support

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

Job summary

A leading university in British Columbia is seeking a Faculty Administrative Support professional to provide executive administrative assistance to faculty members in the Department of Chemistry. The role involves managing schedules, coordinating travel, and preparing academic documents. Ideal candidates will have strong organizational skills, experience in a university environment, and proficiency in relevant software. This full-time position offers a competitive salary within a supportive and diverse workplace.

Qualifications

• 4 years related experience or equivalent education and experience.
• Experience in a science-related university environment preferred.

Responsibilities

• Provides executive administrative support to faculty members.
• Manages the electronic calendar and schedules meetings.
• Coordinates travel arrangements and event logistics.

Skills

Interpersonal Skills

Communication Skills

Organization

Time Management

Education

High School Graduation

1 Year Post-Secondary Education

Tools

MS Word

MS Excel

WordPress

EndNote

Job description

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Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

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. Provides complex support in a variety of administrative areas that allow the faculty member to function effectively and without providing constant direction; coordinates and prepares academic and research-related documents; manages day-to-day administrative tasks for faculty members research grants and contracts; manages the faculty members calendar, coordinates schedules, arranges conferences, meetings, travel arrangements and travel and expense reimbursements, prepares and/or edits correspondence, reports; and other duties to support processes for research program activity.

Organizational Status

Works independently under minimal supervision. Reports primarily to the faculty member(s) on matters pertaining to their academic deliverables, schedules and directed tasks; the Administrative and Human Resource Manager on matters pertaining to human resource issues or main office practices and procedures, and to the Director, Finance & Operations on matters pertaining to departmental policy, administration, facilities, and financial operations. Receives work direction from the faculty member(s) and/or other personnel in their respective research teams. Work requires initiative and judgment to prioritize, plan and complete assignments independently.

Work Performed

• Provides executive administrative support to the assigned faculty member(s), exercising sound judgment, tact, discretion and confidentiality:
• Drafts, edits, and formats (using appropriate software; e.g. Word, Acrobat, PowerPoint, Excel, Endnote, Photoshop) materials of a confidential and sensitive nature, including general correspondence, reports, presentations, web-based grant applications, proposals, research papers or manuscripts, budget data, annual reports and referee letters
• Manages the electronic calendar of the faculty member(s) by scheduling meetings and appointments, identifying and communicating high priority requests, and coordinating with other meeting participant schedules including travel arrangements where needed. Books rooms, arranges teleconferences and catering as needed.
• Assembles and maintains bring forward materials from a variety of sources for meetings, travel arrangements, grant applications and correspondence; sends reminders for upcoming deadlines, and facilitates timely completion of tasks.
• Collects data from a variety of sources to ensure formatting of grant figures/text matches specified guidelines and tailors CVs to specific grant application with distinctive requirements by funding agencies; works within deadlines and with a high level of accuracy.
• Populates web-based applications for student scholarships.
• Performs weekly financial duties by verifying information, compiling and/or reconciling expense receipts and preparing travel & expense reimbursement requisitions, journal vouchers and other transactions for research grants and contracts and coordinates payment with Finance Team; initiates expense transfers through journal vouchers, initiates accounts payables/receivables; coordinates P-Card reconciliation; oversees faculty members research grants, balances and expenditures and recommends and/or decides on action items in both real time and for future projections.
• Maintains financial records including preparing spreadsheets and budget reports.
• Ensures current personnel are set up by research program/project for acquisitions and associated billing in CHEM Stores and UBC Bookstore as appropriate.
• Provides orientation and onboarding to new students and research personnel in the research program, and coordinates offboarding with departing members.
• Maintains and updates faculty members electronic CV and UBC formatted CV; tailors CVs to specific proposals as needed.
• Acts as liaison with allied project groups/centres/institutes, funding agencies (e.g. NSERC, NRCAN, CFI, CIHR), government bodies, non-governmental (NGOs) funding partners, and external contractors in order to prepare reports, provides documents, obtains information, assists with setting up agreements and facilitating exchanges.
• Coordinates with departmental staff on hiring processes and financials pertaining to the faculty members’ students and research personnel, e.g. appointments, graduation, funding, awards, TA ships.
• Coordinates with departmental staff members on issues regarding computing, technical information, facilities, finances and administration.
• Coordinates all travel arrangements and travel advances for the faculty member(s), including airline, hotel and ground transportation; these arrangements are often of a complex nature and require a high level of coordination and attention to details.
• Coordinates all travel arrangements and reimbursements for visitors e.g. scientific collaborators, visiting scholars, and students attending meetings, interviews or to present at seminars.
• Organizes seminars, workshops, conferences and other events; books rooms, arranges catering, organizing materials, registration and assisting with set up and other logistics, and tracks expenditures.
• Assists with preparation of teaching and/or exam materials, quizzes, handouts and PP slides; and coordinates material received from students;
• Screens and responds to a variety of written, e-mail and oral inquiries of an interpretive nature, and requests for meetings with the faculty member. Uses diplomacy and tact in dealing with University officials, faculty members, staff, industrial contacts, students, media representatives and the general public.
• Updates the faculty member or group website with information provided.
• Takes, transcribes and distributes notes and minutes of meetings as required.
• May participate in admin support coverage during unplanned lengthy absences.
• Manages faculty member(s) paper and electronic records including filing, creating/maintaining files, culling existing files, and packaging files for archiving.
  
  

Supervision Received

Works independently under minimal supervision. Reports primarily to the faculty member(s) on matters pertaining to their academic deliverables, schedules and directed tasks; the Administrative and Human Resource Manager on matters pertaining to human resource issues or main office practices and procedures, and to the Director, Finance & Operations on matters pertaining to departmental policy, administration, facilities, and financial operations. Receives work direction from the faculty member(s) and/or other personnel in their respective research teams. Work requires initiative and judgment to prioritize, plan and complete assignments independently.

Supervision Given

No supervisory responsibilities; however, performs key coordination function: Coordinates timely inputs from all internal and external stakeholders in order to assemble time sensitive documents from all contributors. Provides training and orientation to new Faculty Admin Support temporary and new hires.

Minimum Qualifications

• 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
  
  

Preferred Qualifications

High School graduation and 1 year post-secondary education.4 years related experience or the equivalent combination of education and experience.- Excellent interpersonal and communication skills.

• Experience in science-related, university environment preferred.
• Ability to work independently and problem-solve with minimal supervision.
• Familiar with both Mac and PC-based operating platforms and relevant software and the ability to effectively use at an intermediate level (e.g., Outlook, MS Word, MS Excel, WordPress, EndNote) preferred.
• A comprehensive knowledge of UBC regulations, policies and procedures preferred.
• Strong organization and time management skills; ability to set priorities, multi-task, work under pressure and meet deadlines.
• Familiarity with UBC financial systems/procedures would be an asset.
• Proven ability to work within a team environment.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Education and Training

• Industries

  Higher Education

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