Administrative Coordinator

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Administrative Coordinator

Department

Administrative Support | Department of Sociology

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

October 2, 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 Summary

The Administrative Coordinator plays a key role in the Department of Sociology by providing complex and wide ranging administrative support in the planning, implementation, and coordination of the Department’s day-to-day operational activities and services. Responsibilities include: human resources support, hiring, event coordination, course scheduling support, facilities management and security support, general financial and administrative support. This position liaises with staff, students, faculty, and visitors to the Department as well as relevant individuals and units within the Faculty of Arts and other organizations at UBC (e.g. Arts Service Centre, Building Operations, UBC Security, etc.).

Organizational Status

Reporting to the Manager of Administration, the incumbent works with all members of the department, and regularly interacts with faculty, staff and students from other units on campus. The incumbent performs support for general reception and contributes to the evaluation, planning, and development of the Sociology Department’s operations.

Work Performed

Human Resources Support

Coordinates all student appointments for the Department, including Teaching Assistants (TA’s), Research Assistants, Academic Assistants, and Work Learn Students; communicates with student employees; collects information and coordinates appointment documents, prepares offers letters and processes appointments as required. Provides support for Department student programs.- Holds an HR Analyst role to initiate, update and track business processes in Workday relating to student appointments-
- Researches and provides information appointment policies and procedures to staff and faculty; resolves complex student appointment issues relating funding, employment, permits, etc- Coordinates the Department’s Work Learn Student hiring program, from submission to hiring- Maintains student records, alumni database and mailing lists; oversees storage, retrieval and destruction of archival material- Updates the graduate program guidelines in consultation with the Program Manager, Graduate Studies Committee and Chair of Graduate Studies 15- Coordination and submission of awards and scholarships competition process, i.e., departmental awards, GSI and 4YF, SSHRC and University Graduate Fellowship, etc., informs students and faculty of eligibilities, procedures, requirements and deadlines, and organizes award information workshop(s). Events Coordination- Facilitates Department room bookings and logístical set-up for meetings, special events, make-up exams, etc. using the AnSo Room Booking Calendar (Outlook) and Scientia.- Oversees event support for various Department and student meetings, workshops and sessions, including: logístical support, space setup configuration, speaker communication, room bookings, catering arrangements, technological set-up, and facilitating clean-up.

General Administration

Course Scheduling and Timetable Representative (T-Rep)
In direct consultation with Manager of Administration and Program Manager, oversees all course scheduling data entry, maintenance and support, and acts as Departmental T-Rep.- Develops the Department course schedules (over 200 sections annually) for each academic year under guidance from the Manager of Administration; generates and updates draft schedules- Produces and maintains to-do list calendar for course schedule creation based on Course Scheduling Timelines from UBC Enrolment Services and Manager of Administration- Creates and updates course surveys for faculty; manages and translates data collected from same for presentation and course scheduling- Enters and updates schedule into Scientia and Workday; reviews schedule to identify conflicts, ensures matching with internally developed schedule, ensures adequate course offerings are delivered, provides advice to Manager of Administration- Updates and maintains AnSo room booking calendar (Outlook) to ensure all Sociology classes and events are entered into the system, resolves any potential double-booking issues- Responds to faculty requests for scheduling or classroom changes in consultation with the Manager of Administration if required

Facilities Management Su