Administrative Assistant

Staff - Non Union

Job Category

Executive Administrative Staff

Job Profile

Non Union Salaried - Administrative Assistant 3

Job Title

Administrative Assistant

Department

Finance and Operations Leadership | VP Finance and Operations

Compensation Range

$4,483.09 - $5,469.63 CAD Monthly

Posting End Date

January 16, 2026

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 Assistant manages the day-to-day-level administrative operations for the Vice-President, Finance & Operations, within an assigned scope. The role reports to the Executive Assistant to the VP Finance & Operations and takes day-to-day direction from both the Vice-President and the Executive Assistant.

The position supports calendar coordination, travel arrangements, expense processing, meeting and event logistics, and general office administration. The role interacts with senior leaders and administrative staff across the VP Finance portfolio.

ORGANIZATIONAL STATUS

Reports to the Executive Assistant to the Vice President, Finance & Operations, and may take direction from the Vice President, Finance & Operations. The position liaises with the Office of the President, the UBC Board of Governors, University Vice-Presidents, and the Senior Leadership Team and their staff within the VPFO portfolio.

WORK PERFORMED

Calendar & Scheduling Support- Maintains and updates calendars for the VP Finance as directed by the Executive Assistant.- Schedules, confirms, and adjusts meetings, ensuring required materials and room bookings are in place.- Flags scheduling conflicts and urgent items to the Executive Assistant or VP promptly.- Tracks meeting requests and supports prioritization based on established guidelines.

Travel & Expense Coordination- Supports travel arrangements for the VP Finance and senior leaders as assigned, including booking flights, accommodations, and transportation.- Prepares travel itineraries and ensures documentation is complete.- Processes expense claims, invoices, and purchasing card reconciliations in accordance with university policies.- Monitors the status of submitted claims and follows up when required.

General Office Administration- Provides general administrative support for the VP Finance Office, including responding to routine inquiries, updating contact lists, and maintaining shared office supplies.-
- Supports space allocation and workspace planning, including coordination of minor changes or renovations in collaboration with Facilities. Supports onboarding logistics for new team members (e.g., workspace setup, access requests) as directed.- Assists with maintaining office equipment and coordinating service calls when necessary.

Meeting & Event Coordination- Coordinates administrative components of special projects and initiatives; supports planning and execution of office events and VPFO initiatives, including meetings, workshops, and small events for the VP Finance Office.- Prepares agendas, background materials, and presentation decks assigned. Takes meeting notes when requested and supports follow-up on action items. Tracks timelines, deliverables, and follow-up actions.- Arranges room bookings, catering, and AV requirements for meetings.

Document & Communication Support-
- researches, compiles, and prepares administrative reports, summaries, and briefing materials for senior management. Analyzes and consolidates information from multiple sources- Assists in managing incoming communications, referring inquiries to the appropriate person or team.

Records & Information Management- Maintains organized electronic and paper filing systems in compliance with university records management standards.- Tracks documents requiring signatures or approvals and ensures timely processing.- Handles confidential and sensitive information with discretion and professionalism.

Other Duties- Provides back-up administrative coverage for the Executive Assistant when needed.- Supports special projects with administrative tasks such as scheduling, document collection, or basic research.- Performs other related administrative duties that contribute to the smooth functioning of the VP Finance Office.- Performs other related duties as required.

CONSEQUENCE OF ERROR

This position requires judgment, tact, discretion, and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have a negative impact on the VP Finance & Operations portfolio and the University, resulting in legal suits, poor public relations, financial costs, and loss of cr