Administrative Coordinator

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleAdministrative CoordinatorDepartmentProgram Support | Teaching, Learning, and Student Engagement | UBC Sustainability InitiativeCompensation Range$4, $4,827.00 CAD MonthlyPosting End DateNovember 29, 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

The position supports all financial and administration processes for the UBC Sustainability Hub (USH), including the operation of the CIRS Building (Centre for Interactive Research on Sustainability).

Organizational Status

Reports to the Senior Manager, Sustainability Scholars and Strategic Implementation on a day-to-day basis on matters to do with unit finance and general operations. Reports to the Senior Director generally. Works closely with the other team members, UBC staff members and students as needed. Liaises with CIRS Building inhabitants and guests, university departments including Finance, Supply Management, Office of Research Services, Faculty Relations, Human Resources, and Office of the Provost as well as external organizations.

Work Performed

Financial:

• Performs financial duties such as preparing and submitting journal vouchers, processing expenses, and reconciling credit card payments.

• Supports the set-up and close of program and project grant accounts (reoccurring, one time and research related).

• Prepares and submits requisitions for Purchase Orders and Journal Vouchers as required. Liaises with Procurement on issuance of Purchase Orders and contracts.

• Facilitates all accounts payable for the Sustainability Hub ensuring compliance with UBC policy and granting agencies, budget and accounting constraints. This includes all expenses (regular and travel-related), purchases, transfers, and cost recoveries. 

• Facilitates all accounts receivable invoicing and collection as necessary, and ensures all revenues are properly deposited to ledger accounts, processes and drops off deposit bags/cheques at bank. This includes preparing and invoicing CIRS inhabitants on an annual basis.

• Coordinates with VPA HR regarding the payment of honoraria through the various pathways. (e.g., one-time payments, one-off payroll payment requests, submitting and tracking Fast Track forms, etc.)

• Performs other related duties and responsibilities as required.

Human Resources:

• Liaises with the Faculty Relations and/or VPA Human Resources department for information and clarification.

• Liaises with Human Resources for staff and student appointment processing and other employment related issues.

• Tracks submitted HR requests to ensure completion.

• Gathers information internally for salary increase processes including merit.

• Supports the Senior Director in maintaining current and confidential staff records.

• Performs other related duties and responsibilities as required. 

Administration:

• Plays a support role in operational planning and organizing for USH projects and events, including scheduling meetings and appointments, coordinating with other schedules, booking meeting rooms, ensuring required technology is available, and ordering catering.

• Provides calendar and meeting support to the Senior Director and Academic Director through activities such as scheduling meetings and appointments, and preparing and disseminating meeting materials and agendas, including coordinating with other schedules, booking meeting rooms, and ordering catering.

• Supports the review, streamlining and updating of administrative processes and procedures.

• Supports the Senior Director, such as by collecting information for and disseminating reports, coordinating FOI requests, supporting grant reporting and applications, and providing assistance on matters that are confidential in nature.

• Supports requests for new email addresses, access to generic email accounts, and access to shared drive folders. This includes tracking access, ensuring records are up to date, and that access and records are updated when student/staff appointments end.

• Answers telephone, email, and in-person inquiries, and provides both routine and complex information.

• Performs reception duties, directing communications and queries towards the appropriate individuals or groups. 

• When requested, places orders using the office credit card for things like catering, equipment, furniture, replacement computers, travel, accommodation.

• Responsible for the maintenance of office supplies, including ordering and purchasing.

• Responsible for ensuring the office is tidy, requesting repairs, and keeping supplies and resources organised.

• When requested, helps with set-up and take-down activities for on-site events.

• Performs other related duties and responsibilities as required.

Building Operation:

• Provides general support and back-up to the CIRS Events and Engagement Manager.

• When requested, sets up building access, phone access, and key access to approved staff.

• Supports large meeting room bookings and cancellations on an as-needed-basis.

• On occasion may be required to provide technical assistance to guests using the large meeting rooms. (e.g., showing them how to connect to the projector, how to turn lights on and off, how to open/close windows, etc.)

• Supports implementation of and adherence to building safety protocols.

• Participates as a member of the building safety committee.

• Supports delivery of mail within the building.

• Performs other related duties and responsibilities as required.

Consequence of Error/Judgement

Errors may impact the credibility and reputation of both the Sustainability Hub and the University. The incumbent is required to exercise judgment and initiative in handling matters of a non-routine nature. Incorrect decisions would result in delay of office output, and possible injury to the USI and University's reputation.

Supervision Received

Works under the general direction of the Senior Manager, Sustainability Scholars and Strategic Implementation, however, responsibility lies with the person in this position to prioritize the workflow and respond in a timely manner. With regard to daily operations, the individual must recognize additional tasks which need to be done; perform them without supervision; and, proactively resolve problems.

Supervision Given

None.

Minimum Qualifications

High School graduation, plus a two-year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

• Excellent written and spoken English skills.

• Willingness to respect diverse perspectives, including perspectives in conflict with one's own.

• Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.

• Experience with UBC financial systems and supply management procedures, including Workday an asset.

• Demonstrated familiarity with basic accounting principles and terminology.

• Diplomatic, ability to exercise tact and discretion, able to deal with matters confidentially.

• Demonstrated high degree of accuracy and critical problem solving.
   

Preferred Qualifications

• Proven problem solving, time management, and organisational skills.

• Ability to exercise tact and discretion.

• Ability to exercise sound judgment and initiative to reinforce a positive work environment for the entire unit.

• Ability to deal with a diversity of people in a calm, courteous, and effective manner at all levels.

• Ability to work effectively independently and in a team environment.

• Ability to communicate effectively verbally and in writing.

• Demonstrated ability to be thorough, accurate, and have a high level of attention to detail.

• Ability to efficiently and effectively coordinate tasks and prioritize work to meet deadlines.

• Ability to analyze and interpret data, determine implications, and provide recommendations.

• Ability to effectively use various software at an intermediate level. (e.g., Outlook, MS Word, MS Excel)

• Familiarity with PlanOn (building operations), ACSMS (access system), Pinnacle (phone access), and the key request system, an asset.

• Familiarity with room booking software, such as YouCanBook me, an asset.

• Knowledge of building safety practices, an asset.

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