HR and Administrative Assistant

The University of British Columbia; Vancouver; On-site; CAD 55,000 - 62,000; Full time

Job summary

The University of British Columbia in Vancouver is seeking an Administrative Assistant for the Department of Microbiology & Immunology (MBIM). The role focuses on coordinating access, onboarding, and general department administration within a busy academic environment.

Responsibilities include processing key requests, maintaining records in Workday, supporting undergraduate appointments, and assisting with recruitment postings.

Qualifications

• High school graduation plus one year of related training and two years of related experience, or an equivalent combination of education and experience.
• Willingness to respect diverse perspectives and a commitment to equity, diversity, and inclusion.
• Strong attention to detail and the ability to work independently and as part of a team.

Responsibilities

• Coordinates key and card access processes for the department and informs members of changes.
• Authorises key requests and maintains database listings of issued keys.
• Responds to inquiries and forwards to appropriate contacts as needed.
• Coordinates onboarding for new staff, students, and visitors, including access setup and directory updates.
• Supports MBIM events, ordering office supplies, and general administrative duties.

Skills

DEI awareness

Communication

Organization

Teamwork

Education

High school + training + experience

Workday experience

Job description

Administrative Assistant – Department of Microbiology & Immunology (MBIM)

Salary: CA$55,500.00–CA$62,000.00 yearly

Employment type: Full-time

Organizational Status

This position reports to the Director of Operations and receives functional supervision from the Human Resources Coordinator. Works closely with and receives work direction from faculty. Interacts with faculty, staff and students. Liaises with the Faculty of Science Dean’s office and Central UBC units.

Work Performed

• Coordinates key and card access process for department, ensuring adherence to guidelines, advises department members of changing procedures.
• Authorises key requests and maintains database listing of keys issued.
• Responds to oral and written inquiries to the department; forwards inquiries to appropriate contact as needed.
• Coordinates items requiring approval and/or signature by Head. Ensures urgent matters are brought to the attention of Head as soon as possible.
• Handles room bookings for teaching and other departmental activities.
• Provides support for undergraduate student appointments by entering, tracking, and verifying new appointments, extensions, and terminations in Workday and maintains accurate student appointment records.
• Assists with undergraduate research award programs, including NSERC USRA, WLIURA, and SURE Awards, by communicating program guidelines, submitting award recommendations, and processing appointments in Workday.
• Provides recruitment and job posting support for department positions by posting positions on applicable job boards, tracking postings and deadlines, and maintaining records to support advertising and compliance requirements.
• Coordinates onboarding activities for new employees, students, and visitors, including arranging key and card access, phone and workspace setup, directory updates, and distribution of departmental onboarding information.
• Maintains departmental contact information and updates UBC Directory and related administrative records as required. Supports MBIM events including setup, event operations and takedown. Orders office supplies and materials required for business operations. Performs other duties as assigned.

Consequence of Error/Judgement

Errors in judgement may cause operational or reputational harm to the Department of Microbiology & Immunology.

Supervision Received

Works independently under general supervision. Reports to the Director of Operations and takes direction from the HR Coordinator and faculty members.

Supervision Given

May explain work procedures to new or inexperienced staff.

Minimum Qualifications

High School graduation, plus one year of related training, plus two years of related experience, or an equivalent combination of education and experience.

• 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

• Experience with Workday preferred.
• Knowledge of university policies and procedures preferred.
• Effective oral and written communication, interpersonal and organizational skills.
• Ability to operate normal range of office equipment.
• Ability to use word processing, spreadsheet, database and electronic mail applications at an intermediate level.
• Ability to compose simple, clear, concise business communications.
• Ability to maintain accuracy and attention to detail.
• Ability to work independently and as a member of a team.
• Ability to exercise tact and discretion.
• Ability to prioritize work and to meet deadlines.