HR and Administrative Assistant

ubc; Vancouver; On-site; CAD 51,000 - 54,000; Full time

Job summary

University of British Columbia (UBC) Vancouver campus seeks an HR and Administrative Assistant in the Department of Zoology. You will provide senior HR and administrative support, assisting with faculty promotion/tenure and department external academic reviews.

You will also handle general office tasks, communications, calendar coordination, and reception duties. As part of the administrative team, you will help maintain high standards of operation and support faculty, staff, students, and

Qualifications

• HR and administrative support experience
• Knowledge of recruitment processes and posting jobs
• Experience with HR cycles and Workday (preferred)

Responsibilities

• Provides HR general support for faculty, postdocs and staff.
• Coordinates hiring process, interviews, references, and postings.
• Prepares letters, documents, schedules, and reception duties.
• Maintains confidential personnel files and liaises with HR.

Job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

HR and Administrative Assistant

Department

Resources & Admin Services | Department of Zoology | Faculty of Science

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

October 2, 2026

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

Job End Date

Ongoing

This is a 100% in-office position at UBC Vancouver's Point Grey campus and not eligible for a hybrid work arrangement.

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

Responsible for providing senior HR and Administrative support to the department, predominantly focused on HR general support assisting human resources staff with complex projects and activities including faculty promotion and tenure and department external academic reviews. Work also includes performing a wide range of general office administrative tasks such as assisting with communications and document coordination coordinating schedules and meetings, and performing reception duties. This position acts as the first point of contact at the reception desk for the Department of Zoology, assisting faculty, staff, students, visitors and the general public. The incumbent will work as part of the administrative team to maintain the high standard of operation.

Organizational Status

Reports directly to the Manager, Support Services and Faculty Initiatives for day-to-day supervision and Director, Administration and Operations for all administrative matters. Works closely with the Department Head, Administrator, and HR Manager. Supports a variety of administrative processes for the department.

Work Performed

HR support

• Assists HR Manager with all aspects of the HR cycle for faculty, postdoctoral fellows, and staff.
• Creates on-line job postings and posts external ads.
• Provides support with the hiring process for new staff by scheduling interviews, preparing interview packages for the selection panel, coordinating in-basket testing and scheduling reference checks.
• Assists with human resources process, such as backup primary recruiter for faculty and staff hiring; enters job descriptions, creates job requisitions and posts jobs, initiates faculty/staff hires/reappointments in Workday.
• Under the direction of HR Manager, handles the Postdoctoral Fellow appointment process; drafts offer letters for postdoctoral fellows' appointments, circulates offer letters for signatures, and processes the position in Workday.
• Coordinates and schedules faculty searches and assists search committee in soliciting reference letters for shortlisted candidates.
• Arranging meetings for search committees, scheduling potential candidates for interviews and organizes their visits including travel and accommodation arrangements for candidates, and scheduling and organizing seminar times. Prepares itineraries and schedules, distributes information and organizes catering. Creates and maintains a database of each faculty search.
• Processes applications, liaises with applicants, and schedules interviews, travel, hospitality, and accommodations.
• Provides administrative support for the faculty promotion and tenure process. Ensures faculty promotion and tenure cases files are in compliance and follows up, as necessary. Liaises with the Head, Committee members, Administrator, HR Manager and Faculty Relations. Schedules and coordinates the Committee on Tenure and Promotion and prepares required support materials.
• Assists and coordinates appointments and reappointments of Honorary and Adjunct faculty, and Associate Members.
• Assists and maintains complete and confidential personnel files for visiting faculty, honorary, adjunct faculty, and postdoctoral fellows.
• Assists with documentation for Labour Market Impact Assessment for foreign hires as required.
• Answers inquiries and provides advice within limited interpretation of UBC policies and agreements.

Administrative support

• Composes letters and memos in accordance with established procedures for Department Head's signature.
• Prepares, formats, edits, proofreads, and distributes a variety of documents, including reports, surveys, and department communications
• Books appointments, schedules meetings, and maintains the Head's schedule. Organizes the calendar of the Head and/or the Administrator by performing duties such as scheduling meetings and appointments, identifying and communicating high priority requests, and co