Staff - Union

##Job Category

CUPE 2950

##Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

##Job Title

Administrative Assistant

##Department

Dean's Office Administrative Operations | Dean's Office | UBC Sauder School of Business

##Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

##Posting End Date

April 9, 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

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Point Grey (Vancouver) campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square (Vancouver) is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

The Administrative Assistant provides wide-ranging and confidential administrative, secretarial, reception and event support at the highest level for the Senior Associate Deans, Senior Advisor to the Dean and the Executive Assistant in the Dean's Office at UBC Sauder School of Business.

The Administrative Assistant ensures the maintenance of accurate and up-to-date information for all areas that impact the UBC Sauder Dean's Office. A thorough knowledge of University structure and protocols and the school's mandate for this area is required. The incumbent uses good judgment and sensitivity in dealing with students, faculty, employees and the external community. A thorough knowledge of the organization, programs, policies and procedures of the school and the University is essential.

Organizational Status

Reports to the Senior Advisor to the Dean. Works closely with the Executive Assistant who provides day-to-day direction and delegates tasks as required. Also works closely with and takes direction from members of the Faculty Resources Team. As a key support in the Dean's Office, the Administrative Assistant works closely with faculty, employees, students and internal/external visitors. Liaises with other units at UBC Sauder, senior offices within the University and with external organizations.

Work Performed

• Acts as the first point of contact for the UBC Sauder Dean's Office. Ensures that the Dean’s Office is welcoming and professional at all times.
• Plans, coordinates and maintains scheduling for the Dean’s Office, including prioritizing requests, ensuring adequate time between meetings, using senior relationship management protocols to negotiate times and locations with senior internal offices to book meetings, functions, etc.
• Prepares and circulates agendas; takes detailed and concise minutes; drafts, reviews and distributes minutes; prepares reports and presentation materials.
• Keeps the Senior Associate Deans apprised of daily responsibilities, meetings, and deadlines.
• Responds to confidential and complex enquiries regarding policies and procedures of the area.
• Provides administrative support to various committees, including but not limited to the Equity, Diversity, Inclusion (EDI) Committee and other ad hoc committees as required, including scheduling of meetings, booking rooms/AV/catering, communicating with committee members, taking and distributing meeting minutes and maintaining the shared document drives.
• Communicates on behalf of the Dean’s Office as requested, composing complex and confidential correspondence from drafts or verbal direction.
• Screens, tracks, and responds to incoming email, mail, phone, and in-person enquiries in an independent and timely manner; redirects items requiring action to appropriate faculty and/or employee within UBC Sauder.
• Provides support to faculty members during the annual online faculty activity report process.
• Coordinates travel, accommodation, itineraries, agendas, meetings etc. for the Senior Associate Deans and visiting faculty.
• Coordinates itineraries and information packages for visiting delegations.
• Plans and executes a variety of events, meetings, workshops, training sessions including calendar management, venue/catering/AV coordination, invitation management, budget management, and day-of event support.
• Processes travel claims and other reimbursements of Dean’s Office-related expenses incurred by the Senior Associate Deans and expenses incurred by relocating faculty members.
• Arranges and submits authorization from Senior Associate Deans for expenses and agreements.
• Sets up and oversees the maintenance of confidential Senior Associate Deans' office files.
• Maintains database of addresses, generates lists and labels as required.
• Drafts and edits reports, compiles statistical data, conducts routine research, and designs presentation slides/ report materials as required by Senior Associate Deans.
• Coordinates a variety of aspects related to fall and spring graduation. Liaises with program offices for graduation lists and speakers. Liaises with the UBC Ceremonies Office and UBC Bookstore to ensure all Senior Associate Deans and faculty members attending have appropriate academic attire and seating for university engagements such as convocation.
• Monitors and maintains faculty policies and Dean’s Office information on the school's website and phone lists.
• Coordinates the job posting process for faculty positions per UBC policies.
• Liaises with Office Administration and Office Support Services team to monitor and order office equipment and supplies for the Dean’s Office team.
• Liaises with facilities regarding any maintenance issues for Dean’s Office. Keeps the Dean’s Office team apprised of disruptions or changes to the Dean’s Office floor due to maintenance, holiday hours, renovations, or repairs.
• Coordinates any office moves, furniture moves/replacements.
• Keeps up to date on training and follows internal procedures in safety and risk management policies for the office.
• Assists with various projects as assigned by the Senior Associate Deans, Senior Advisor to the Dean and/or the Executive Assistant in the Dean's Office as requested.
• Performs other related duties as required.

Consequence of Error/Judgement Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Exercises initiative, tact and judgment in handling matters that are of a confidential and strategic nature. Timeliness, diplomacy and the ability to multitask are essential when dealing with complex inquiries, requests of the Senior Associate Deans' time and other varied assignments. Inability to manage time effectively and to plan according to deadlines could compromise the workflow of the Dean’s Office. Reviews working procedures and suggests and/or implements improvements in efficiencies as appropriate. Incorrect or incomplete interpretation of correspondence, directions or when transcribing minutes could result in decision errors being made. Works with conflicting and multifaceted demands and determines priorities.

Supervision Received Reports to the Senior Advisor to the Dean. Work is done under minimal supervision. Performs most duties independently. Receives direction or task assignment but exercises independent judgement in selecting and interpreting information, implementing priorities and reconciling deviations from standard methods.

Supervision Given N/A

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.

• 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

• Administrative/secretarial training is an asset.

• Experience in office procedures and practices or equivalent skills and experience, preferably including a significant period of time as an assistant to senior executives coupled with relevant administrative experience in positions of increased responsibility.

• Excellent oral and written communication skills. Ability to communicate effectively and tactfully with the University's senior administration, general public, faculty, staff and students.

• Proficiency in the use of English grammar, spelling and punctuation and proficiency with professional terminology.

• Ability to check correspondence for accuracy is critical.

• A high degree of initiative and integrity required on the job in dealing frequently with confidential material and enquiries from faculty, students, staff and the general public.

• Ability to exercise a high level of tact, diplomacy and discretion, and treat information on a confidential basis as appropriate.

• Strong interpersonal skills required; may have to interact with individuals who are under stress or in crisis; active listening skills with the ability to probe for information to clarify complex requests.

• Must be well organized with ability to prioritize assignments and work independently, proactively and in a team environment.

• Ability to plan and to complete work assignments independently without ongoing direction. Superior task planning and time management skills.

• Excellent organizational and multitasking skills and ability to work under pressure of deadlines.

• Excellent word processing and accurate data entry skills. Ability to take and transcribe accurate meeting minutes.

• Advanced skill level with MS Word, Intermediate skill level with Excel, PowerPoint, as well as e-mail using Outlook. Experience with Workday is an asset.

About Us

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at

workplace.accessibility@ubc.ca

.