Coordinator, Office Administration

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 5 (Gr9)

Job Title

Coordinator, Office Administration & Member Engagement, Pensions

Department

Leadership | Pension Office | Central Human Resources

Compensation Range

$4,959.00 - $5,532.00 CAD Monthly

Posting End Date

January 6, 2025

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

Job End Date

There are two openings 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 Summary

The UBC Staff and Faculty Pension Plans (together “the Plans”) are among the most valued benefits offered by UBC. They help staff and faculty invest and save for their financial future and retirement. Both Plans are administered by the UBC Pension Administration Office (PAO) under the direction of the Staff Pension Board and the Faculty Pension Board (together “the Pension Boards”) and in partnership with the Vice President, Human Resources (VPHR) unit.

The UBC Staff Pension Plan is a target benefit plan with almost 19,000 members and an asset value of approximately $2.6 billion. The UBC Faculty Pension Plan is a defined contribution pension plan with just over 7,200 members and an asset value of approximately $3.2 billion.

The Coordinator, Office Administration & Member Engagement, Pensions plays a significant role in being responsible for coordinating the procedures and processes of the Pension Administration Office in support of the UBC Faculty and Staff Pension Plans, with the primary responsibilities of:
Preparing electronic board packages for the Pension Board meetings as well as assisting with creating, drafting and compiling pension materials for UBC Board of Governor meetings;- Coordinating member engagement and communications projects and activities; and- Overseeing day-to-day office administration activities to ensure the smooth operation of the office.

The Coordinator ensures effective execution of cyclical processes and procedures as it relates to the Pension Board meetings and will play a key role in organizing tasks and projects with overlapping deadlines. The Coordinator has strong communication skills, is approachable, flexible and comfortable interacting with directors, managers, staff, members, service vendors and other stakeholders. Being proactive, prioritizing deadlines, having strong organizational skills, and paying attention to detail and accuracy are essential to this role.

Organizational Status

This position reports to the Manager, Communications & Member Engagement, Pensions. They receive instructions from the Director, Pensions and the Executive Directors.

Works closely and collaboratively with the other Coordinator, Office Administration & Member Engagement, Pensions, members of the Communications and Engagement Team, and the managers in the PAO.

Work Performed
- Pension Board and Executive Support_

Pension Board meetings occur every 6 to 8 weeks for both Plans. Board Sub-committee and other consultant meetings may occur up to a few times each month.- Responsible for the complex and cyclical process of preparing electronic Pension Board meeting packages including identifying agenda items to be brought forward, preparation of the agenda, drafting and circulating minutes and other materials, preparing and assisting with drafting reports and information to go to the Staff and Faculty Pension Boards, posting materials to the Pension Board portal via SharePoint, and tracking directives and action items as determined at Board meetings ensuring that action items are followed up on.- Works closely with the Executive Directors and the Director, Pensions in identifying and establishing priority tasks and agenda items for Pension Board meetings; ensures that the full administration and organization of Board meetings are executed to a high standard.- Assists with creating and coordinating pension materials and documents for the UBC Board of Governor meetings and filing reports on the shared drives.- Oversees and records attendance of Board meetings; coordinates registration for conferences and seminars for Board members and PAO staff, identifying and communicating high priority requests, and coordinating with other schedules.- Organizes the full range of board meetings logistics such as catering, visitors, testing and setting up laptops and video conferencing equipment, and ensuring technical support is available if it should be needed.- Coordinates the election processes for the Pension Board elections in conjunction with UBC Elections.- Provides wide ranging support to the Executive Directors, the Pension Boards, the Director, Pensions,