Administrative Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Assistant

Department

Administration and Operations | UBC Health

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

October 6, 2025

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

Job End Date

Ongoing

Applicants must upload a cover letter and a copy of their resume to be considered for this position.

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 Description Summary
The Administrative Assistant provides senior administrative support for the Office of the Vice-President, Health. As a member of the administration team responsible for the efficient operations of the unit, the Administrative Assistant serves as the primary point of contact for UBC Health and provides complex and routine operational support to members of the office. The competing and diverse nature of the responsibilities involved requires a highly organized and proactive individual who can set priorities effectively, perform duties efficiently, work independently but collaboratively in a team environment, and possesses a strong sense of initiative and decision-making to investigate and resolve complex and/or unusual issues. The incumbent has regular contact with members of the UBC community (including senior academic and administrative leaders, faculty, staff, students, patient partners, and visitors) as well as members external to UBC (e.g. academic institutions, government agencies, health authorities, and community organizations). This position requires effective communication skills and a high level of diplomacy, tact, discretion, confidentiality, judgment, and professionalism to develop and maintain successful working relationships with colleagues and members external to UBC Health.

Organizational Status
UBC Health is responsible for driving the vision of the Vice-President, Health portfolio by promoting an integrated approach to collaboration amongst all health programs at UBC, within and across campuses and distributed sites, and with health sector partners. UBC Health has a mandate to enable and enhance interprofessional and collaborative health education and research to train people, develop knowledge, and shape policy, seeking to address inequities and improve the systems that produce health.

The Administrative Assistant reports to the Administrator. The incumbent receives direction from the Administrator and works closely with the Executive Assistant to the Associate Vice-President, Health to effectively fulfill the administrative and operational requirements of the unit.

Work Performed
Office Administration and General Support:
- Provides senior administrative support to meet the operational demands of the office.-
- Performs administrative functions to support daily operations and routine activities in the office, including purchasing supplies and tracking inventory, distributing mail and deliveries, and resolving common issues to ensure the efficient operation of office equipment.- Develops and maintains resources pertaining to the efficient administration of the office, such as onboarding and training manuals, office policies and procedures, and relevant templates and forms.- Participates in special projects and initiatives pertaining to the effective administration of the office as needed.- Researches, prioritizes, and determines appropriate course of action, referral or response on matters identified by the Administrator or other members of the Senior Leadership Group.

Meeting Coordination and Event Support:
- Works closely with the Executive Assistant to the Associate Vice-President, Health (AVPH) to coordinate meetings and schedules involving the AVPH and members of the Senior Leadership Group.- Schedules and coordinates full team meetings, prepares required meeting materials, and tracks meeting discussions and action items.- Provides administrative support to adhoc meetings as required.- Organizes travel, accommodation, and itineraries for UBC Health team members, patient partners, and interest-holders.- Assists in the planning and coordination of the annual awards competition and awards ceremony event, and other special events as needed.

Human Resources and Financial Support:- Coordinates the recruitment of patient and student representatives for the UBC Health Awards Committee.- Performs financial duties using the Workday system, including creating expense reports, reconciling credit card transactions, processing invoices and honoraria payments, posting journals, and requesting purchase orders.- Monitors expe