Job Description

Staff - Non Union
Job Category Executive Administrative Staff
Job Profile Non Union Salaried - Administrative Assistant 2
Job Title Administrative Coordinator
Department Executive Administration | VP Finance and Operations
Compensation Range $4,248.68 - $5,181.77 CAD Monthly
Posting End Date November 12, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date November 27, 2026
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
Provides confidential administrative support for the Director, Capital Planning and other senior leaders in the VPFO portfolio, including coordinating highly confidential and sensitive projects. Responds to general enquiries from academic departments, faculty members and the general public.
Organizational Status
This position reports to the Executive Assistant to the VPFO and works directly with the Director, Capital Planning and the VPFO Admin Team. Liaises with all levels of executive and administrative units, faculties and departments.
Work Performed

• Provides confidential and organizational support to Director, Capital Planning, prioritizing issues, and referring matters for response or additional information as necessary.

• Manage calendar and schedule meetings based on urgency and importance, optimizing the leader's time and ensuring all necessary materials are prepared in advance.

• Coordinates meetings, prepares meeting material, prepares meeting agenda and materials for distribution; documents meeting minutes and action items. Ensure follow-up on assigned tasks.

• Coordination of materials for UBC Executive Meetings and the UBC Board Committee Meetings

• Responsible for maintaining the Capital Planning filing system;

• Meeting logistics, including arranging catering; meeting room bookings

• Acts as absence relief and provides assistance and technical support to the VPFO Executive Administration team.

• Works closely with the Manager, Administration and Executive Assistant to the VPFO on projects.

• Transcribes steering committee meeting minutes with accuracy and speed

• Assists with VPFO events including all logistical components such as scheduling, invitations, venue bookings and catering, event invoices and expenses.

• Performs other related duties as required.

Consequence of Error/Judgement
The position requires judgment, tact, discretion and initiative to a high level. The incumbent in this role must exercise a high degree of maturity, autonomy, and independence, while working within broad guidelines. A very high standard of professional communication is required, as is the ability to maintain confidentiality. All work must be completed at a high level of accuracy.
Errors may result in legal or financial implications for the VPFO and/or the University.
Supervision Received
Work is done under limited supervision; reports to the Manager, Administration and Executive Assistant to the VPFO. The Administrative Assistant may be assigned to support and is expected to work closely with the Director, Capital Planning, be proactive in anticipating their needs, as well as taking their instructions with respect to administrative support for their work. The Administrative Assistant is expected to apply sound judgment in prioritizing tasks. The Administrative Assistant is expect to handle routine processing matters independently, and may consult the Manager, Administration and Executive Assistant to the VPFO with reference to new or complex problems.
Supervision Given
None.
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.
- 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
University degree and/or certificate from a secretarial program preferred. Knowledge of accounting practices an asset. Experience working in an office preferred. Ability to type 60 wpm and word processing/computer experience required (Word, Excel, PowerPoint, SharePoint or other document management programs preferred). Proficiency in the use of English grammar, spelling and punctuation. Ability to maintain a high degree of privacy, tact and discretion in dealing with confidential and sensitive matters. Effective oral and written communication, interpersonal, organizational and problem-solving skills. Sound judgment and ability to maintain accuracy and pay close attention to detail is a necessity. Ability to adapt to changing priorities, multitask, and take initiative. Experience working in a fast-paced environment. Knowledge of UBC policies and procedures preferred.
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.
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, or Indigenous person.

Skills Required