Administrative Assistant

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

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 provides administrative and operational support to the Department of Civil Engineering and coordinates a broad range of departmental processes related to facilities, purchasing, financial administration, faculty recruitment, access, asset management and other departmental services.

The position serves as a key departmental contact for faculty, staff, students, visitors, vendors and service providers, providing administrative and operational support across a range of departmental activities. The incumbent responds to a wide range of inquiries, including confidential and sensitive matters, and uses judgment to determine the appropriate response, course of action or referral.

The position works closely with the Manager, Head Office & Facilities and other departmental managers and liaises regularly with UBC service units, vendors, contractors, technicians and trades.

Organizational Status

Reports to the Manager, Head Office & Facilities.

Works independently within established University and departmental policies and procedures. The incumbent organizes and prioritizes day-to-day work, resolves administrative and operational issues within the scope of the position, and consults the Manager on unusual, sensitive or higher-risk matters.

Serves as a resource to faculty, staff and students on matters related to facilities, access, departmental services and administrative processes, and liaises with other units across campus, including Enrolment Services, the Faculty of Graduate and Postdoctoral Studies, UBC Bookstore and Building Operations.

Work Performed

Departmental Operations and Facilities

• Serves as a primary point of contact for facilities and operational issues affecting classrooms, laboratories, offices, common areas and other departmental spaces.
• Assesses facilities requests, determines the appropriate follow-up required, submits and tracks service requests, and coordinates work with Building Operations Facility Managers, Zone Trades, Trade Heads, technicians and contractors.
• Follows up on outstanding maintenance and repair issues and communicates updates to affected faculty, staff and other department members.
• Coordinates the activities of trades, technicians and contractors involved in maintenance, repairs and building services.
• Supports laboratory and workstation decommissioning associated with renovations, retirements and departures of faculty, staff, students and researchers.
• Coordinates the reassignment, retention or disposal of furniture and equipment in accordance with University policies and procedures.
• Obtains quotations for furniture, computer equipment, supplies and services and follows up with vendors as required.
• Coordinates departmental telephone-service requests through the appropriate University system.
• Troubleshoots and resolves facilities and operational issues within the scope of the position and refers unusual or higher-risk matters to the Manager.
• Identifies recurring operational issues and recommends improvements to departmental processes and procedures.

Purchasing, Financial and Asset Administration

• Coordinates purchasing of office, facilities, teaching and operational supplies and services in accordance with University policies and departmental procedures.

• Uses a departmental UBC Visa purchasing card for approved purchases within delegated authority.

• Reviews and reconciles UBC Visa transactions, ensures supporting documentation is complete and follows up on missing, incorrect or unclear transactions.

• Investigates and resolves purchasing issues involving orders, vendor charges, credits, returns and other discrepancies.

• Obtains quotations for larger purchases and coordinates ordering and delivery requirements with vendors and department members.

• Maintains departmental office supplies, stationery and related inventory and arranges replenishment as required.

• Orders business cards and other departmental materials as required.

• Maintains the departmental asset and inventory control system used to track equipment, furniture and other assets.

• Updates asset records when equipment is transferred, reassigned, replaced or disposed of and investigates discrepancies in inventory records.

• Supports equipment lifecycle management and departmental loss-prevention practices.

Faculty Recruitment and Human Resources Administration

• Works with the Manager, Head Office & Facilities and the Search Committee Chair to coordinate the administrative and logistical requirements for faculty recruitment and candidate visits.
• Prepares detailed candidate schedules involving interviews, one-on-one meetings, seminars, lectures, lunches and other search activities.
• Communicates with candidates regarding travel, accommodation, schedules, presentation requirements and visit arrangements.
• Coordinates room bookings, audiovisual requirements, faculty and student meetings, catering and other candidate-visit logistics.
• Coordinates invitations and communications for candidate seminars and lectures and assists with preparation and distribution of related materials.
• Sets up Zoom meetings and recordings for faculty recruitment presentations and coordinates candidate feedback surveys using Qualtrics.
• Collects and organizes candidate and committee travel and meal documentation and processes or prepares related expenses in Workday.
• Maintains confidential candidate records, schedules, receipts and supporting recruitment documentation.
• Uses judgment to resolve scheduling and logistical issues and consults the Manager or Search Committee Chair when direction or approval is required.
• Provides coverage for the Human Resources Assistant during absences, peak workload periods or other operational requirements.
• Assists with recruitment, hiring, appointments, reappointments, onboarding and related human resources administrative processes in accordance with established University policies and procedures.

Access, Records and Departmental Administration

• Coordinates requests for departmental keys and access to offices, laboratories, classrooms, vehicles and shared spaces.
• Reviews access requests to ensure required information and authorization have been provided and maintains accurate access records.
• Follows up on outstanding keys or departmental property and investigates discrepancies in access records.
• Maintains accurate and up-to-date administrative records for facilities, purchasing, assets, inventory, access and other departmental processes; reviews information for completeness and follows up on discrepancies or missing documentation as required.
• Maintains booking schedules for departmental conference rooms, vehicles and audiovisual equipment and resolves scheduling conflicts.
• Maintains departmental display cases, notice boards and shared information areas.
• Oversees and troubleshoots the departmental photocopier and arranges servicing and supplies as required.
• Prepares, formats, photocopies and distributes teaching, technical and administrative materials and standard correspondence as required.

Departmental Services and Administrative Support

• Serves as a first point of contact for faculty, staff, students, visitors and other members of the University community.
• Responds to telephone, email and in-person inquiries and provides information about departmental services, facilities, access and administrative processes.
• Responds to confidential or sensitive inquiries with tact and discretion and determines when matters should be referred to another departmental or University resource.
• Provides first-point-of-contact assistance to students and directs academic or student-service inquiries to the appropriate Student Services staff or Engineering Academic Services.
• Assists faculty with day-to-day operational requirements related to teaching and research activities.
• Organizes homework and assignment boxes and supports distribution of course-related materials.
• Collects approved fees for course materials and safety equipment from students and maintains related records as required.
• Coordinates incoming and outgoing mail and courier packages.
• Assists with departmental events, including room, equipment and logistical arrangements.
• Liaises with other UBC units to obtain information and help resolve departmental and stakeholder inquiries.

Consequence of Error/Judgement

This position requires accuracy, initiative, discretion and good judgment. The incumbent manages competing priorities and is expected to determine the appropriate course of action within established policies and procedures.

Errors in purchasing or UBC Visa reconciliation could result in incorrect financial records, unsupported transactions or delays in resolving financial matters.

Errors in facilities coordination, access administration or asset management could delay repairs, affect access to departmental spaces, result in inaccurate records or disrupt teaching and research activities.

Errors in faculty recruitment or human resources administration could delay candidate visits, recruitment, appointments or onboarding processes and could affect candidates, employees and the Department.

The position handles confidential and sensitive information and regularly represents the Department when interacting with faculty, staff, students, candidates, visitors, vendors, contractors and University service units. Poor judgment or inappropriate disclosure of information could adversely affect individuals and the reputation of the Department.

Supervision Received

Reports to the Manager, Head Office & Facilities.

Works with a degree of independence within established University and departmental policies and procedures. The incumbent organizes and prioritizes work, coordinates assigned administrative and operational processes, and resolves routine and moderately complex issues within the scope of the position.

The Manager provides direction on departmental priorities and is consulted on unusual, sensitive, higher-risk or precedent-setting matters.

Supervision Given

Supervises a Work Learn student assigned to front-counter and administrative duties.

Provides orientation and training, assigns and prioritizes work, coordinates front-counter coverage, monitors the accuracy and completion of assigned duties, and provides ongoing direction, coaching and feedback.

Ensures that the student follows departmental procedures, confidentiality requirements and service standards. Significant performance, conduct or employment-related matters are referred to the Manager as appropriate.

Minimum Qualifications

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

- 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

Preferred Qualifications

High School graduation and a two-year post-secondary diploma. Four years of related administrative experience, preferably in a complex academic or institutional environment, or an equivalent combination of education and experience.

Ability to work independently and exercise good judgment within established policies and procedures. Ability to coordinate multiple administrative and operational processes, manage competing priorities and respond effectively to changing requirements. Ability to exercise tact and discretion when handling confidential or sensitive information. Ability to maintain accurate financial, purchasing, asset and administrative records. Ability to analyze and resolve administrative and operational issues. Ability to communicate effectively with faculty, staff, students, candidates, visitors, vendors, contractors and University service units. Ability to supervise, train and provide day-to-day direction to student employees.