Administrative Coordinator

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Coordinator

Department

Research Services | Quantum Matter Institute | Faculty of Science

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

September 2, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

October 13, 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

The Stewart Blusson Quantum Matter Institute (Blusson QMI) is a world-leading research centre at the University of British Columbia. Our mission is to create quantum materials by design, collaboratively within a community of creative, engaged, and highly skilled faculty, students, and staff.

The Administrative Coordinator has two primary responsibilities: 1) supporting the general administration of Blusson QMI, including in the areas of event coordination, HR Support, and communications; and 2) providing purchasing support for a sub-group of Blusson QMI Principal Investigators, which involves understanding, organizing, and executing various purchasing requirements that are being made on a daily basis.

Organizational Status
The Administrative Coordinator reports to the Project Manager, Research and Reporting. Work directions related to purchasing will be received from Blusson QMI Principal Investigators and researchers.

Work Performed

Administrative Support (50%)
- Monitors and responds to requests for information and ensures that inquiries are directed to the right person or place at the Institute or relevant UBC unit.
- Schedules and coordinates Blusson QMI meetings, including team meetings, committee meetings, and advisory panel meetings.
- Schedules meetings and appointments for the Managing Director and Scientific Director, identifying and communicating high priority requests, and coordinating with schedules of Directors/Managers of internal/external stakeholders.
- Prepares and distributes agendas; takes, transcribes, edits, and distributes Blusson QMI meeting minutes and reports.
- Assists with onboarding and offboarding of Blusson QMI members, including reviewing building access requests, assigning desks, and adding/removing personnel from the relevant directories and mailing lists.
- Coordinates phone services, including adding and cancelling phone lines, resetting voice mail, and changing display names.
- Assists in the preparation of Blusson QMI reports and other communication materials, including information gathering, organizing, collation, and distribution.
- Maintains office supplies for Blusson QMI, and orders new supplies as necessary.
- Holds a UBC credit card to make necessary purchases for the department, and reconciles the accrued expenses.

Event Coordination
- Organizes and arranges events, seminars, and workshops, including sourcing and booking venues, catering, accommodation and equipment; coordinates event logistics and ensures all event setup details are in order; prepares and distributes schedules, agendas and other materials; solves last-minute problems with room arrangements/equipment etc. Required to be present at events, occasionally outside of standard business hours.
- Makes accommodation arrangements for guests and visitors; provides them with assistance and information about Blusson QMI, UBC and Vancouver, and interprets University policies and procedures related to travel and administration.
- Coordinates visits and tours of Blusson QMI facilities, including scheduling and preparing communications materials.
- Coordinates paperwork related to travel expenses, collects all necessary forms, verifies information and ensures accuracy, and submits travel claims to Finance for reimbursement.
- Uses a spreadsheet to track Blusson QMI outreach and engagement activities.

HR Support
- Initiates multiple Business Processes (BP) in the UBC Workday system, including but not limited to staff/faculty appointments, staff/faculty reappointments, position creation, termination, costing allocations and creating job requisitions.
- Follows up with Workday BPs awaiting approval and sends reminders to the appropriate approvers as needed.
- Coordinates student appointments with the Principal Investigators, the home department, and the Institute, and maintains appropriate records.
- Assists in drafting employment offer letters for faculty, staff, and students.
- Processes information and updates various human resources files, records, and lists with attention to confidentiality.
- Responsible for confidential personnel files including file management and retention or disposal of personnel files.