HR and Administrative Specialist

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 3 (Gr6)Job TitleHR and Administrative SpecialistDepartmentAdministrative Support | Botanical Garden and Centre for HorticultureCompensation Range$4, $4,676.00 CAD MonthlyPosting End DateDecember 1, 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

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.

Vision and Mission – UBC Botanical Garden

Vision: UBC Botanical Garden's living plant collections, landscapes and people inspire communities, ideas and actions for a resilient, biodiverse world.

Mission: UBC Botanical Garden's foundational work in documented plant collections, innovative horticulture and engaging education invites curiosity and learning. We connect communities with science through research, exceptional visitor experiences and academic service. We conserve biodiversity, demonstrate sustainable practices and provide spaces to encourage health and wellbeing.

Job Summary

The HR and Administrative Specialist provides comprehensive human resources and administrative coordination for UBC Botanical Garden. This position is responsible for supporting HR processes for staff, students, and volunteers, ensuring compliance with UBC policies, collective agreements, and best practices. The role includes full-cycle HR coordination—recruitment, onboarding, job changes, reappointments, and leave tracking—as well as preparing HR-related documentation and supporting training and performance tracking. The incumbent also provides administrative coordination for Garden operations, including communications, scheduling, ordering, procedural documentation, and coordination of special projects and events. The position exercises initiative, accuracy, and sound judgment, supporting an effective and positive workplace culture.

This position is a 0.8 FTE role.

Organizational Status

Reports to the Associate Director, Administration, and works closely with Garden supervisors, staff, and student employees. Liaises with UBC Human Resources, Faculty of Science HR and Finance, and other university administrative units. Provides HR and administrative support to multiple programs across the Garden, including the Admissions Desk, Shop in the Garden, Nitobe Memorial Garden, and the Horticulture Training Program.

Work Performed

Human Resources Coordination

·       Coordinates HR business processes in Workday, including hiring, job changes, reappointments, costing allocations, terminations, and leaves.

·       Assists with the development and posting of job descriptions, recruitment materials, and advertisements.

·       Prepares and distributes offer letters, employment documents, and onboarding packages.

·       Coordinates onboarding and offboarding of staff, students, and volunteers, ensuring compliance with UBC procedures.

·       Tracks and monitors staff end dates, ensuring timely reappointments or terminations.

·       Maintains HR tracking systems and records to support accuracy of appointments, training, and leaves.

·       Tracks and updates vacation, sick leave, and overtime balances in coordination with supervisors.

·       Provides information on HR policies, procedures, and collective agreement provisions.

·       Coordinates professional development and training records, ensuring supervisors and staff are informed of available opportunities.

·       Assists with special HR projects related to workflow, Workday system updates, and process improvement initiatives.

Administrative Coordination

·       Provides administrative support to Garden leadership and staff, including correspondence, document preparation, scheduling, and meeting coordination.

·       Responds to general inquiries from the public, staff, and volunteers with professionalism and discretion.

·       Coordinates building and service requests, including security, custodial, and maintenance needs.

·       Maintains departmental listservs, general inboxes, and administrative files.

·       Coordinates catering, room bookings, and logistics for internal meetings, events, and staff functions.

·       Provides support for large-scale Garden events (e.g., Apple Festival, plant sales, workshops) and assists with staffing logistics.

·       Tracks and maintains supply inventory and office equipment servicing schedules.

·       Assists with updating HR and administrative procedures manuals to ensure consistent practices.

·       Acts in coordinating the Admissions Desk, including scheduling and training Admissions Gatehouse staff.

·       Investigates different options for improving methods for training and improving the Garden's frontline staff.

Program Support – Horticulture Training Program (HTP)

·       Provides administrative support to the Horticulture Training Program, including tracking applications, maintaining correspondence, and managing student records.

·       Coordinates graduation logistics and production of certificates.

·       Liaises with instructors, students, and the Marketing & Communications team to ensure program information is accurate and up to date.

·       Prepares program-related correspondence and supports overall program administration.

Other Duties

·       Supports internal communications and contributes to fostering a positive and inclusive workplace culture.

·       Participates in team meetings and assists with cross-departmental initiatives.

·       Performs other duties consistent with the scope and classification of the position.

Consequence of Error/Judgement

This position requires accuracy, discretion, and a strong understanding of UBC procedures. Errors in HR or administrative processes could result in delays to pay, appointment errors, or non-compliance with collective agreements. Poor communication or coordination could affect service quality and operational efficiency.

Supervision Received

Works under general direction from the Associate Director, Administration. Expected to perform duties with initiative and independence while ensuring alignment with established UBC policies and procedures.

Supervision Given

May oversee and train Work Learn students, seasonal staff, or volunteers in administrative or HR procedures. Provides guidance on basic HR processes and customer service standards.

Qualifications

·       High school graduation and completion of a one-year post-secondary certificate in office administration, human resources, or business procedures.

·       Minimum of three years of related experience, or an equivalent combination of education and experience.

·       Knowledge of UBC HR systems, including Workday, and general university administrative procedures.

·       Demonstrated experience in HR coordination, recruitment support, and workflow organization.

·       Strong organizational and time management skills, with ability to prioritize and meet deadlines.

·       Excellent interpersonal, communication, and problem-solving abilities.

·       Ability to exercise tact and discretion when handling sensitive information.

·       Proficiency with Microsoft Office applications (Word, Excel, Outlook) and familiarity with databases or HR tracking systems.

·       Ability to work effectively both independently and in a team environment.

·       Demonstrated commitment to equity, diversity, and inclusion principles.

Preferred Qualifications

·       Experience with UBC Workday HR and Finance modules.

·       Knowledge of CUPE 2950 and other UBC collective agreements.

·       Familiarity with UBC recruitment, appointment, and reappointment procedures.

·       Experience coordinating staff training, orientation, or recognition activities.

·       Experience supporting academic or administrative programs in a university setting.

·       Strong attention to detail and ability to manage multiple priorities in a dynamic environment.

---