Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Administrative Coordinator

Department

Administrative Support | Department of Sociology

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

October 2, 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 Summary

The Administrative Coordinator plays a key role in the Department of Sociology by providing complex and wide ranging administrative support in the planning, implementation, and coordination of the Department’s day-to-day operational activities and services. Responsibilities include: human resources support, hiring, event coordination, course scheduling support, facilities management and security support, general financial and administrative support. This position liaises with staff, students, faculty, and visitors to the Department as well as relevant individuals and units within the Faculty of Arts and other organizations at UBC (e.g. Arts Service Centre, Building Operations, UBC Security, etc.).

Organizational Status

Reporting to the Manager of Administration, the incumbent works with all members of the department, and regularly interacts with faculty, staff and students from other units on campus. The incumbent performs support for general reception and contributes to the evaluation, planning, and development of the Sociology Department’s operations.

Work Performed

Human Resources Support

Coordinates all student appointments for the Department, including Teaching Assistants (TA’s), Research Assistants, Academic Assistants, and Work Learn Students; communicates with student employees; collects information and coordinates appointment documents, prepares offers letters and processes appointments as required. Provides support for Department student programs.

• Holds an HR Analyst role to initiate, update and track business processes in Workday relating to student appointments

• Supports TA hiring processes under guidance from Program Manager: posts positions, reviews applications, prepares TA files, drafts appointments, processes evaluations, supervisors’ reports, completes Workday hiring.

• Researches and provides information appointment policies and procedures to staff and faculty; resolves complex student appointment issues relating funding, employment, permits, etc

• Coordinates the Department’s Work Learn Student hiring program, from submission to hiring

• Maintains student records, alumni database and mailing lists; oversees storage, retrieval and destruction of archival material

• Updates the graduate program guidelines in consultation with the Program Manager, Graduate Studies Committee and Chair of Graduate Studies 15

• Coordination and submission of awards and scholarships competition process, i.e., departmental awards, GSI and 4YF, SSHRC and University Graduate Fellowship, etc., informs students and faculty of eligibilities, procedures, requirements and deadlines, and organizes award information workshop(s).

• Oversees support aspects of student graduation, including: contacting students and faculty to schedule comprehensive exams, submission of program materials, applications for graduation, graduate surveys

Events Coordination

• Facilitates Department room bookings and logistical set-up for meetings, special events, make-up exams, etc. using the AnSo Room Booking Calendar (Outlook) and Scientia.
• Oversees event support for various Department and student meetings, workshops and sessions, including: logistical support, space setup configuration, speaker communication, room bookings, catering arrangements, technological set-up, and facilitating clean-up.

General Administration

Course Scheduling and Timetable Representative (T-Rep)
In direct consultation with Manager of Administration and Program Manager, oversees all course scheduling data entry, maintenance and support, and acts as Departmental T-Rep.

• Develops the Department course schedules (over 200 sections annually) for each academic year under guidance from the Manager of Administration; generates and updates draft schedules
• Produces and maintains to-do list calendar for course schedule creation based on Course Scheduling Timelines from UBC Enrolment Services and Manager of Administration
• Creates and updates course surveys for faculty; manages and translates data collected from same for presentation and course scheduling
• Enters and updates schedule into Scientia and Workday; reviews schedule to identify conflicts, ensures matching with internally developed schedule, ensures adequate course offerings are delivered, provides advice to Manager of Administration
• Updates and maintains AnSo room booking calendar (Outlook) to ensure all Sociology classes and events are entered into the system, resolves any potential double-booking issues
• Responds to faculty requests for scheduling or classroom changes in consultation with the Manager of Administration if required

Facilities Management Support

• Coordinates and oversees facilities management activities for the Department within the Anthropology and Sociology Building (AnSo) including A/V maintenance and operation, building maintenance, and building security arrangements, consults with Manager of Administration and other AnSo departments as required.
• Coordinates all facilities related requests including repairs, renovations, and trouble calls for the Department; liaises with staff, faculty, and other AnSo departments as required, to understand needs and determine appropriate actions; makes recommendations on requested improvements; consults with Manager of Administration on any Department-funded requests; prepares and tracks service requests ensuring that all relevant information is provided; communicates with Building Operations to ensure that projects are carried through to completion.
• Coordinates access to SOCI facilities, including fob access, key requests, alarm codes; updates and removes access as needed
• Assists with the planning of and makes recommendations on the allocation of office space for staff, faculty, students and visitors; coordinates office moves and furniture relocations; maintains and updates AnSo office allocation map.
• Performs regular inspections of AnSo, reporting any deficiencies or custodial concerns to the Manager of Administration.

Health & Safety

• Coordinates health and safety education and training for the Department’s staff, faculty, and students; facilitates regular communication pertaining to health and safety announcements, policies, and procedures.
• Liaises with the Faculty of Arts Safety & Environment Advisor and makes recommendations to address emerging health and safety issues.
• Works with the Local Safety Team (LST) to coordinate meetings, conduct building inspections and fire drills, develop emergency plans, update the AnSo Health & Safety list serve and organize other health and safety initiatives as required; implements same for the Department in consultation with the Manager of Administration.

Additional tasks and responsibilities

• Submits forms and receipts to Arts Service Centre to request financial processing on behalf of Sociology; makes purchases on behalf of department; processes expenses, reconciles credit card payments.
• Liaises with external vendors and organizations for purchasing and procurement.
• Contributes relevant content to, develops resources for, and updates the Department’s AIR (Arts Internal Resources) site
• Responsible for daily opening/closing of the Department’s main office and the professional image of the reception area; monitoring the Department’s generic email account and voicemail; coordinating inbound / outbound mail and courier packages; updating office signage, phone lists, and staff directories; maintaining and ordering office supplies as needed.
• Provides back up support as front-line reception
• Prepares and submits reports, publications, and other written correspondence and work as required, including gathering, compiling and drafting data from PAIR relating to merit, enrolment, scheduling and more.
• Performs other related duties consistent with the classification and requirements of the position.

Consequence of Error/Judgement

Makes decisions and exercises judgment independently based upon a thorough knowledge and comprehension of UBC and Department policies, procedures, and regulations. Inability to work cooperatively with faculty, staff, students, and visitors would jeopardize the effective provision of programs and services. This position requires accuracy, integrity, and attention to detail. The incumbent must exercise discretion, tact, and sound judgement. Errors in judgment and communication may lead to inefficiency of operation, unmet deadlines, and loss of valuable time and opportunities for faculty and students. Lack of cross- cultural sensitivity in communicating with students and visitors could cause serious misunderstandings and damage the international reputation of Department. This role requires the incumbent to perform the position duties in a professional and courteous manner. Failure to meet these requirements or poor performance in any of the above duties could result in revenue loss, incorrect financial reporting, miscommunication, inconvenience, and embarrassment to the Department and UBC.

Supervision Received

This position reports directly to the Manager of Administration. It is expected that the incumbent will work within broad objectives and exercise considerable initiative in carrying out the responsibilities of the position. Unusual situations will be handled in consultation with the Manager of Administration.

Supervision Given

May be required to formally train new staff on work procedures and/or oversee the work of students and/or temporary staff.

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

• Experience or background in human resources, event planning, facilities management and/or finances is preferred. Previous experience with reception, office administration, and/or logistics is highly desirable.
• Verifiable computer experience at an intermediate to advanced level with MS Office programs (Word, Excel, Access, PowerPoint, Outlook, etc.)
• Demonstrated experience with UBC software and systems, especially Workday, including SITS/eVision, Scientia, Teaching Evaluation system.
• Demonstrated experience with and knowledge of UBC policies and procedures, especially those related to human resources, payroll, events, expenditures, facilities, safety, finance, award processing, and general administration.
• Demonstrated ability to enter, retrieve, correct, and interpret data from a computerized information system and use same to generate reports and perform analysis.
• Demonstrated ability to possess effective oral and written communication skills, namely the ability to communicate complex policies and procedures to individuals not familiar with same.
• Ability to apply broad knowledge of policies and procedures.
• Demonstrated ability to effectively and successfully organize events.
• Proven to possess strong interpersonal skills and the ability to deal with a diversity of people in a calm, courteous, diplomatic and effective manner.
• Shown to anticipate problems and issues and plan ahead by using effective organizational, analytical and multi-tasking skills, working well under pressure and prioritizing and meeting deadlines.
• Able to maintain accuracy and attention to detail in a busy environment with interruptions.
• Can work effectively with minimal supervision.
• Possesses understanding and knowledge of access and privacy policies and procedures at UBC and is able to exercise tact and discretion when handling sensitive issues.
• Ability to resolve problems, to prioritize, to accept responsibility, to communicate effectively and tactfully in both oral and written form, and to compose complex correspondence.
• Ability to work independently and in a team environment. In cases in which knowledge and/or skills in any of these computer programs is deficient, a willingness to take appropriate training courses.
• Able to operate a normal range of office equipment and provide assistance and/or training of same.