Administrative Assistant
1 month ago
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Aug 25, 2025At 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
Works as a member of the Mathematics Department's administration team, this role will triage and coordinate day to day processes and queries for the department's undergraduate and graduate program, as well as the HR team. The position will provide administrative support to the Undergraduate Program Manager, the Graduate Program Coordinator and the Executive Coordinator. The position will also provide executive support to the department Administrator.
Organizational Status
The Mathematics Department at UBC is one of the largest departments within the Faculty of Science, with over 2000 undergraduate FTE course seats) per academic year. Reporting directly to the Undergraduate Program Manager, the position is a member of the administrative support team and will support the undergraduate program, the graduate program as well as the HR team.
Work Performed
Administrative
Oversees, develops and suggests updates to administrative processes and procedures to improve efficient administrative activities within the undergraduate program team
Coordinates and oversees logistics by responding to current and prospective students in person, by telephone or email regarding the department's undergraduate program and to be able to triage the department's main email mailbox, ensuring the queries are answered, redirected and tracked
Composes complex documents, provides data entry and administrative support to the Undergraduate Program Manager.
Acts as the executive assistant to the Director, Administration, Finance and Operations as well as the administrative assistant to the Undergraduate Program Manager
Serves as a resource person for the department photocopiers, fax machine and other office machines, training users on the equipment as needed
Coordinates online teaching evaluations process for the department, maintaining an efficient filing system for completed evaluations
Compiles reports using statistical data available from course evaluations (SEoT) reports and ensures timely delivery of the data to the Head or designate
Assists the graduate program coordinator with the administrative tasks related to math competition events
Sorts and distributes incoming mail and packages including preparing outgoing mail for pick up
Human Resources
Carries out the full cycle appointment, reappointment, costing allocations, salary increases, transfers, terminations, leave of absences, etc. for non-bargaining faculty hires and student hires in the department
Under the direction of the Executive Coordinator, handles the postdoctoral fellow appointment process, drafts offer letters for postdoctoral fellows' appointments, circulates offer letters for signatures, and processed the position on workday.
Assists with the administrative process for tenure-track faculty searches and appointment process for faculty hires.
Maintains an administrative calendar, coordinating day to day activities for the administrative team in the department, including gathering and collating reports from workday.
Maintains an efficient and accurate physical and electronic filing system for all HR transactions, personnel files, and HR procedures
Consequence of Error/Judgement
Exercises independent judgment and initiative in resourcing and interpreting information. Works with conflicting demands and exercises judgment in establishing priorities and carrying work through to completion in a timely manner. Tact, discretion and attention to detail in dealing with confidential and sensitive matters is essential. Errors in judgment will reflect negatively on department and UBC. If incorrect information is dispensed, interpreted or inappropriately communicated, the reputation of the university may be affected; financial documentation requires great attention to detail to ensure it is correct and appropriate in compliance with UBC procedures.
Supervision Received
Reports directly to the Undergraduate Program Manager with a dotted line to the Director, Administration, Finance and Operations. PDF appointment process is overseen by the Executive Coordinator.
Supervision Given
May supervise student workers
Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, 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
Knowledge of university policies and procedures an asset, including UBC HR processes and forms.
Post-secondary education and/or training in student services, student affairs, or a related field is an asset.
Minimum of three to four years of related experience or the equivalent combination of education and experience.
Experience required in service centred environment, preferably within student services.
Strong oral and written communication: ability to compose correspondence using clear, concise business English
Excellent creative writing and editing skills for website and public materials
Ability to review, edit, design and publish (online or hardcopy) scholarly work
Ability to use the internet to research and compile information
Ability to perform website updates using Drupal or similar platforms
Excellent organizational skills - ability to prioritize work with conflicting demands, effectively manage multiple tasks or projects and meet deadlines
Ability to be flexible and adapt to changing priorities
Eager and adept at learning new systems or technology (e.g., Survey Fluid, Workspace)
Ability to use initiative or ingenuity to resolve problems
Ability to maintain accuracy and attention to detail
Ability to work with confidential information; ability to manage records and documents in digital folder systems and manage access
Ability to exercise tact and discretion
Ability to take and transcribe accurate meeting minutes
Ability to effectively use word processing, spreadsheet, database and presentation applications at an intermediate level (e.g., Outlook, MS Word, MS Excel, MS PowerPoint)
Ability to operate a normal range of office equipment (e.g., fax machine, photocopier)
Strong interpersonal skills and ability to work independently within a team environment
Ability to work effectively in an open environment with distractions
Ability to work outside regular office hours on occasion
Ability to perform set up at events
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