Administration Assistant

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 Performed
- Performs 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