Scheduling Assistant

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

Job summary

A prestigious university in Canada is seeking a Scheduling Assistant to provide administrative support. The role requires excellent organizational skills and attention to detail, managing calendar requests and meeting coordination for the Department Head. Ideal candidates will have high school graduation, relevant experience, and commitment to equity and diversity in a professional environment. The position is part-time with a monthly compensation range of $4,449.00 - $4,676.00 CAD.

Qualifications

• Minimum four years of related experience or equivalent combination of education and experience.
• Willingness to respect diverse perspectives.
• Commitment to enhancing awareness of equity, diversity, and inclusion.

Responsibilities

• Manage scheduling requests and calendar for the Department Head.
• Coordinate academic meetings and respond to invitations.
• Identify and communicate calendar conflicts.

Skills

Organizational skills

Effective communication

Attention to detail

Education

High School graduation

Post-secondary education

Tools

Microsoft Outlook

Job description

Job Title

Scheduling Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Scheduling Assistant

Department

Department of Surgery | Faculty of Medicine | Provost and VP Academic

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

August 5, 2025

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

Job End Date

August 3, 2026

This is a part-time position with 0.10 FTE.

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

This position provides administrative support with calendar requests and scheduling inquires for the Department Head.

ORGANIZATIONAL STATUS

The UBC Faculty of Medicine Department of Surgery educates students at the undergraduate, graduate and postgraduate levels, and pursues research to make innovative advancements in knowledge and practice to improve health. The Department consists of more than 600 physicians, surgeons, scientists and educators and over 70 administrative, research and technical staff, distributed across British Columbia. There are nine divisions in the following specialties: Cardiac Surgery, General Surgery, Neurosurgery, Otolaryngology, Pediatric Surgery, Plastic Surgery, Radiation Oncology, Thoracic Surgery and Vascular Surgery. The Department is also home to the Branch for Global Surgical Care (BGSC).

The incumbent reports to the Department Head. They may liaise with other administrative staff in the Department of Surgery.

WORK PERFORMED

• Serves as a point of contact for scheduling requests related to academic activities including providing available times for meetings, placing and releasing scheduling holds, and responding to meeting invitations.

• Identifies and brings forward to the Department Head any calendar conflicts, especially those that may overlap with clinical obligations.

• Coordinates academic meetings including sending calendar invites and associated details to attendees. Contributes to a respectful, inclusive working environment.

• Performs other responsibilities, as required.

WORKING CONDITIONS

The workspace is located in a hospital setting.

CONSEQUENCE OF ERROR/JUDGEMENT

The position must be able to work independently and efficiently under minimal supervision and be able to recognize when matters must be brought to the attention of the Department Head. Providing accurate and timely information is critical to the smooth functioning of the Head’s office. Errors in scheduling and calendar management may cause confusion and wasted time for the Department Head and others. Errors in judgment or procedure could lead to administrative problems and have a negative impact on the credibility of the Department Head’s Office and the reputation of the Department.

SUPERVISION RECEIVED

The candidate reports directly to the Department Head.

SUPERVISION GIVEN

None.

MINIMUM QUALIFICATIONS

• High School graduation, plus one year of post-secondary education, plus four 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

• Ability to accurately maintain appointment calendars, and schedule appropriate appointments.

• Excellent organizational skills, including the ability to prioritize work, multi-task, schedule and meet deadlines.

• Effective oral and written communications, with the ability to compose clear and grammatically correct correspondence and business documents.

• Demonstrated ability to maintain a high degree of accuracy and attention to detail.

• Intermediate level Microsoft Office skills (Outlook).

About Us

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [e-mail] .