Job Description

Staff - Non Union
Job Category
Executive Administrative Staff
Job Profile
Non Union Salaried - Administrative Assistant 2
Job Title
Administration Assistant
Department
Administrative Support
Compensation Range
$4,248.68 - $5,181.77 CAD Monthly
Posting End Date
July 20, 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 Summary
This position provides complex administrative, and programs support for the School of Nursing Master of Nursing - Nurse Practitioner (MN-NP) Program at the City Centre 1 site in Surrey. The nature of work requires a thorough knowledge of office routines, department functions and University policies. This role coordinates all facility and office support functions, including minor and emergency building repairs; day to day office administration; liaising with the strata manager for mandatory inspections and maintenance requests, and escalating any strata related issues to the School of Nursing and UBC Facilities.
Reports to the Manager, Operations. This position involves extensive interaction with staff, faculty, students, contractors, service technicians and external suppliers/vendors and provides interpretation of policies and procedures and guidance on administrative matters.

Organizational Status
The University of British Columbia School of Nursing, part of the Faculty of Applied Science, holds the distinction of being Canada's first university nursing school, continues to lead in nursing education, research, and clinical practice. With a strong foundation in health equity, social justice, and community engagement, the School offers a full range of innovative programs, including the Master of Nursing - Nurse Practitioner (MN-NP) Program.
To enhance accessibility and address healthcare demands across British Columbia, the MN-NP program is offered both at UBC's Vancouver campus and at a secondary site in Surrey's City Centre 1. This site provides students in the Fraser Health region and surrounding communities with a convenient, high-quality learning environment. The program combines in-person instruction, online coursework, and clinical placements.

Work PerformedPerforms office administration tasks such as: reception duties, mail, deliveries, reserving meeting rooms, replenishing office supplies, and confidential shredding. Provides support to faculty & staff, students, and visitors. Coordinates moves, event setup services, building access, parking, security, and after hour non-emergencies, and emergencies. Reports and coordinates minor building repairs in a timely manner (ie. broken facets, locks and doors, etc), and ensures an immediate response to emergency or major building issues (ie. leaks, security breaches). Coordinates and liaises with commercial strata/property manager for mandatory inspections (ie. fire protection equipment) within the strata lot. Coordinates building service requests such as plumbing repairs, light fixtures re-lamping, HVAC controls, power outages, pest management, and other related maintenance requests. Coordinates any additional custodial services, supplies and additional waste disposal. Escalates and communicates any strata related issues brought up directly to the School of Nursing, communicates and informs Facilities. Organizes and maintains clinical teaching spaces: daily setup, teardown, tidying, and equipment upkeep. Maintains storage areas for teaching and exam equipment. Provides real-time operational, instructional, and technical support during classes, troubleshooting AV and videoconferencing issues, assisting faculty and external instructors, and coordinating with APSC IT to ensure seamless classroom and meeting room experiences. Supports computer-based exams: troubleshoot login issues, supply laptops, and liaise with IT administrators. Prepares and restores rooms for practical exams, admissions interviews, and NP program events (e.g., Capstone Conference, Orientation, Induction Ceremony, Graduation Social). Responsible for clinical equipment inventory, submit purchase requests, track expenses under supervision and approval of the Operations Manager. Fulfills space-and-equipment requests from course coordinators, faculty, and external instructors. Assists in creating digital teaching materials: AV setup for recordings, video editing, and uploading to Canvas or other appropriate Learning Management System. Performs other related duties as required.


Consequence of Error/Judgement

Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgment to determine which of many methods are applicable in any given situation. There are a variety of job tasks requiring ongoing prioritization. Responsibilities and work situations are broader in scope, with limited opportunity for standardized solutions. New or unusual problems are referred to supervisor.



Supervision Received

Works independently under minimal supervision. Performs most duties independently occasionally consulting supervisor with reference to new or complex problems.



Supervision Given

No supervision given.



Minimum Qualifications

High school graduation, plus 1 year of post-secondary education, plus 4 years of related experience; or an equivalent combination of education and experience. Ability to compose complex correspondence. Effective communication skills. Ability to exercise tact and discretion with faculty, staff, students and the public in giving and obtaining information, explaining practices and procedures. Ability to coordinate and direct the work of others.



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
Undergraduate degree in a relevant discipline is preferred. Customer service skills and awareness of cultural sensitivities. Enthusiastic, organized, and responsible - the ideal candidate is able to adapt to working with the different personalities of those who work in the School and external instructors in order to best accommodate to their needs. Relevant experience includes a demonstrated high level of customer service excellence, some familiarity with audio-visual hardware and software. Previous experience working with educational professionals, or employment in a University will be an asset. Knowledge and experience supporting audio-visual hardware and software procedures and practices. Physical ability to perform the duties of the job. (e.g., lifting, standing)