Admin Assistant, Faculty

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Admin Assistant, Faculty & Student Awards

Department

Administration | Peter A. Allard School of Law

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

November 15, 2025

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

Job End Date

Ongoing

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

This position provides complex administrative coordination for the processes and procedures of the Faculty student award portfolio overseeing the annual distribution of over 350 awards. The position is responsible for the overall administration and successful delivery of the awards file portfolio, working with senior staff and faculty in the law school and UBC Enrollment Services as required. This position is also responsible for confidential administrative support to up to 14 faculty members in the faculty.

Organizational Status

Reports to the Senior Manager, HR & Operations. Takes direction from and works closely with Associate Deans, Assistant Dean, Students, and faculty chairs in overseeing the student award portfolio.

Work Performed

Tasks for all awards, prizes, and scholarships:

- Monitors and coordinates annual awards distribution schedule- Oversees awards distributions and ensures all awards are assigned in a timely manner- Provides information to Scholarships and Awards Committee and to students on policies, processes and procedures with respect to Faculty of Law Prizes, Scholarships and Awards- Responsible to interpret and accurately communicate complex eligibility rules in responses with invested stakeholders- Oversees and prepares accurate responses to complex financial queries from the Development team, Scholarships and Awards Committee, and Enrolments Services regarding payment issues, changes in award holder status (e.g. leaves of absence), and adjustments to funding amounts- Oversees and prepares accurate responses to complex inquiries and requests from Development team, Scholarships and Awards Committee, Admission team and students in relation to merit-based awards, based on established policies, and the UBC Calendar- Undertakes detailed review of students academic and award records; and liaises with Enrolment Services to resolve new or unusual student aware cases- Researches and clarifies new awards criteria by liaising with the Endowment and Awards Analyst in Enrolment Services- Completes award recommendation forms and JV vouchers, confirming eligibility and award amounts for individual students as necessary- Oversees and updates awards section of the Allard School of Law Website when new awards become available or awards descriptions or amounts are changed- Makes recommendations to senior staff and faculty on areas for improvement after each round of awards distributions- Updates and maintains the law school s awards policies and procedures manual- Prepares correspondence, announcements, and other documents- Updates and maintains student files, oversees archiving, retrieval and destruction of materials in relation to Awards. Ensures documents are handled according to university policies on privacy and confidentiality- Redesigns the procedures and processes, and makes recommendations for changes- Sets up meeting with Awards Selection Committees- Conducts research on budgets of endowed awards and compiles statistical data Tasks for course prizes:
Tasks for assigned awards:

- Tracks funding allocation for top 10% students, compiles statistical data, and draft complex report for recommendation for merit-based assigned awards allocation

Faculty Support- Provides administrative support as requested for up to 14 faculty members, including faculty members of the faculty committees as needed.-
- Prepares course and exam materials (accessing Faculty Service Centre to print class lists and to e mail classes, editing syllabi, uploading documents and ordering textbooks), ensuring that Faculty deadlines are met.- Prepares financial documents, coordinates procedures and processes by directly liaising with the finance department on travel requisitions, personal reimbursements and depart credit card payments for faculty and faculty guests.- Sets up and maintains filing systems as needed, ensuring confidentiality- Works independently to prioritize tasks from faculty including: assembling materials for meetings, contacting people, forwarding mail, making travel and accommodation arrangements.- Organizes meetings for staff, faculty and guests to support work as needed (finding appropriate times for parti