Job Description

Staff - Union
Job Category CUPE 2950
Job Profile CUPE 2950 Salaried - Administrative Support 3 (Gr6)
Job Title Administrative Support Assistant
Department Human Resources Support | Dean's Office | Faculty of Applied Science
Compensation Range $4,449.00 - $4,676.00 CAD Monthly
Posting End Date February 9, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date February 14, 2027
This is a full-time, one year term position with an end date of February 15, 2027
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
The Faculty of Applied Science at UBC encompasses six engineering departments, the School of Architecture and Landscape Architecture, the School of Nursing, the School of Community and Regional Planning, four multidisciplinary programs, five major research centres, and the School of Engineering at UBC Okanagan. As UBC's fourth-largest faculty, it operates across the Point Grey and Okanagan campuses, as well as various off-site locations, including health authority facilities.
Guided by bold and interconnected mission and vision statements--transforming ourselves and transforming the world--the Faculty is committed to reimagining its internal structures, business models, and culture to better reflect its values and strategic priorities. This internal transformation is foundational to achieving a broader societal impact. In 2025, the Faculty initiated a multi-year transformation project to shift from a decentralized service delivery model to a centralized, collaborative approach. While we undertake this important work we are seeking additional administrative support for our units during this time of transition.
The Administrative Support Assistant provides flexible administrative support across six Engineering departments and three Schools within the Faculty of Applied Science. This role assists units across the faculty with a range of day to day administrative, HR processing, and finance support. The position ensures smooth day-to-day operations while balancing out competing priorities and deadlines by responding to inquiries, coordinating and maintaining documentation and information, and supporting departmental staff with a variety of administrative responsibilities during peak periods or absences. This position will provide support to multiple units concurrently, and will work closely with unit staff and faculty on all aspects of admin support.
Organizational Status
This position will report directly to the HR Manager, Faculty of Applied Science, who will support the triaging of and assignment of duties, and will take direction from the unit Administrative Leads and other designated staff. This position will have a desk in the Applied Science Dean's Office, but will regularly work on site at Schools and Departments as required in order to provide in person reception and operations support.
Work Performed
Administrative Support
Provides general administrative support for day to day unit operations for 6 engineering departments and three schools, ensuring alignment with university and unit specific policies, guidelines, and procedures
Composes a range of correspondence and documents, including confidential financial and HR-related correspondence, and supports surge periods through the preparation of time-sensitive and detail-oriented documents requiring tact and diplomacy.
Addresses administrative gaps by producing clear, and accurately written communications (e.g., emails, letters, invitations, and basic website content), requiring strong judgment, flexibility, and discretion when handling confidential or sensitive information.
Drafts and edits reports, compiling statistical data and other relevant information on HR & finance, and conducting routine research and project documentation as required
Provides unit specific reception coverage. Monitors and triages department in-boxes, responds to inquiries via email and phone; redirects complex queries appropriately. When required, respond on behalf of senior staff on moderately complex queries.
Provides support and coordination for meetings and events such as scheduling, room booking, coordinating with attendees, catering, technical support, communications, preparing and circulating agendas, taking and distributing meeting minutes. Coordinates logistics, and takes part in event and meeting set-up and take-down, including basic audio/visual set up/take-down. Coordinates room schedules, bookings, and access
Provides support to the SSC transition team around scheduling and coordinating meetings, event support, communications, project coordination.
Maintains office supply inventory and places orders as needed.
Sorts and distributes incoming/outgoing mail and courier packages.
Maintains and updates contact lists and assists with uploading content to digital signage or internal platforms.
Provides back-up coverage for other administrative staff during absences.
HR Processing Support
Coordinates and processes staff, faculty (sessional), and student (including TA) appointments, increases, and related transactions across all supported units, including collecting and verifying required documentation, confirming appointment types and employee groups, entering and reviewing data in ISIS and Workday, applying university policies and collective agreement requirements, and troubleshooting errors or discrepancies throughout the process.
Prioritizes and tracks appointment processing across multiple units by managing deadlines (e.g., payroll and sessional appointment timelines), maintaining detailed tracking of in-progress and upcoming appointments, following up on missing or incorrect information, providing information to units on realistic processing timelines, and addressing urgent or late requests to minimize pay impacts, escalating complex or non-compliant cases to HR Managers when required.
Responds to inquiries related to HR processing, including providing information around processing timelines and guidelines
Researches and provides information regarding UBC staff, student, and faculty appointment policies and procedures to staff and faculty by referring to Workday, ISC knowledge base, and limited, non-complex provisions of applicable collective agreements.
Acts as the first point of contact that identifies, investigates, and resolves appointment related issues.
Tracks and maintains confidential records for staff, student, and faculty hires, ensuring compliance with Faculty guidelines and collective agreements
Supports onboarding activities for new hires by preparing checklists, coordinating access requests (e.g., keys, cards) and other related onboarding tasks
Maintains confidentiality of sensitive HR information and files.
Finance Support
Tracks financial transactions and maintains logs for reconciliation purposes. Reconciles expenses and invoice payments and, provides additional budget and financial reconciliations as required by supported units including investigating and resolving issues as required.
Supports units with coordinating, tracking, and processing expense reimbursements and purchase order requests. interprets and applies UBC, Applied Science, and department expenditure policies, evaluating requests for reimbursement in relation to those policies. Ensures reimbursement requests align with UBC Expenditure Guidelines
Coordinates and processes invoice payments, responds to vendor inquiries and follows up on payment status.
Generates routine financial reports
Other Duties
Participates in team meetings and provides input on process improvements.
Maintains procedure documentation for assigned tasks.
Performs other related duties as required to support Faculty operations.
Consequence of Error/Judgement
Errors in judgment or failure to follow established procedures could result in delays in processing HR appointments, financial transactions, or event logistics, impacting departmental operations and service quality. Confidentiality breaches could have serious implications for privacy and compliance.
Supervision Received
Reports directly to HR Manager, APSC. Takes direction from unit administrators and staff. Works under general supervision and receives specific instructions on new or unusual tasks. Exercises initiative and judgment in handling routine matters.
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
Proficiency in MS Office (Word, Excel, Outlook).
Experience with Workday is an asset
Strong organizational and time management skills; ability to prioritize tasks in a fast-paced environment with frequent interruptions
Excellent verbal and written communication skills.
Attention to detail and accuracy in data entry and record keeping.
Ability to maintain confidentiality and handle sensitive information appropriately. Ability to exercise tact and discretion.
Customer service orientation and ability to work collaboratively and effectively with multiple stakeholders.
Ability to efficiently and effectively coordinate tasks while working in a busy office environment with frequent interruptions
Ability to deal effectively with a diversity of people.
Ability to work effectively independently and in a team environment.
Ability to analyze problems, identify key information and issues, and effectively resolve.
Ability to understand and apply policies, procedures, and instructions.

Skills Required