Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr7)

Job Title

Administrative Assistant, Indigenous Legal Studies

Department

Indigenous Legal Studies Program | Peter A. Allard School of Law

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

October 8, 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
Provides administrative support for the Indigenous Legal Studies (ILS) at the Peter A. Allard School of Law. The Program Assistant acts as liaison between students and the unit; interacts in person, by phone and by email with students, faculty, and members of the legal profession on a daily basis and answers routine questions; prepares materials and reports; creates and maintains databases; arranges meetings, events and conferences; responds to various enquiries; and updates resources, in-house databases and the websites.

Organizational Status
Reporting to the Associate Director, Indigenous Legal Studies, the incumbent will work under general guidelines and direction, and with a high degree of autonomy to carry out the responsibilities of the position. The incumbent will interact primarily with Allard Law and the Indigenous Legal Studies team, but is also required to interact with other UBC offices. The incumbent also liaises with the broader legal and Indigenous communities.

Work Performed

Indigenous Legal Studies Program Support

• Responds to routine and confidential inquiries from students, faculty, staff, and Indigenous community members; exercises discretion in redirecting inquiries to the Associate Director or other units as appropriate
• Maintains professional relationships with internal and external stakeholders to support ILS programming and outreach
• Oversees and organizes the ILS email account and calendar, including scheduling meetings, identifying priority requests, and coordinating with staff schedules
• Assists with the administration and coordination of the ILS Committee meetings under the direction of the Academic and Associate Directors
• Drafts and proofreads communications materials including newsletters, brochures, and promotional content
• Assists with financial duties such as tracking expenditures, processing payments, and liaising with Allard Finance and external vendors
• Provides general administrative support including filing, ordering supplies, and preparing materials for meetings and events
• Participates in strategic planning discussions and provides feedback on ILS operations

Resource Support

• Updates and maintains Canvas courses for ILS support programming purposes, under the supervision of the ILS Associate Director and Faculty. Create Qualtrics surveys and distributes accordingly.
• Maintains ILS print and digital resources, including student engagement surveys and reports
• Assists in preparing and distributing the ILS newsletter for Indigenous law students at Allard by soliciting students, the ILS Committee, Associate Director and Academic Director, Indigenous Community Legal Clinic (ICLC), ILS Student Assistant, Indigenous Law Students Association (ILSA) and others for content of interest on Indigenous Legal issues, and collaborates with other communications team at UBC, including Allard’s communications team
• May supervise and delegate tasks to ILS student assistants, providing guidance and performance feedback to the Associate Director
• Assists with recruitment and onboarding of student assistants
• Provides timely and respectful responses to student questions about ILS programming and resources
• Supports Indigenous law student engagement through surveys, feedback collection, and event coordination
• Assists with ceremonial functions such as welcomes, land acknowledgements, and graduation events as necessary in consultation with the Associate Director, the ILS Academic Director and/or the Dean’s Office

Event Support

• Organizes and coordinates ILS events including speaker series, workshops, orientations, and community gatherings
• Acts as primary contact for guests, vendors, and students during ILS events
• Maintains the ILS event calendar and inputs events into the Faculty calendar
• Coordinates internal and external communications related to ILS events
• Organizes and supports student volunteers for ILS programming
• Creates, distributes, and analyzes event feedback surveys

Communications

• Supports outreach and engagement strategies for Indigenous Legal Studies
• Drafts content for ILS communications and promotional materials
• Designs posters and digital collaterals for ILS events
• Liaises with Indigenous student groups and community partners to support event promotion
• Performs other duties related to the qualifications and requirements of the job.

Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement
This position is responsible for assisting the Associate Director, ILS, and ILS team in achieving the objectives of the program. Incorrect decisions/judgment can adversely affect the ability of the Faculty to achieve those objectives, as well as the reputational and other interests of the program.

Supervision Received
Works independently under limited supervision of the Associate Director, Indigenous Legal Studies, and the Academic Director.

Supervision Given
Under the direction of the Associate Director, ILS, may oversee work of student 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

A good knowledge of Indigenous legal issues, legal communities, and the University and successful work experience with, Indigenous peoples, their institutions or organizations

Training in office procedures and bookkeeping practices.

4 years related experience or the equivalent combination of education and experience.

Related UBC experience or administrative experience in a law-related field preferred.

Computer experience required.

Ability to type 50 w.p.m. and use normal range of office equipment.

Ability to use word processing, database, internet and electronic mail applications at an intermediate level. (Word, Excel, and desktop publishing preferred).

Demonstrated proficiency using social media platforms.

Basic image editing and web skills would be assets.

Effective oral and written communication skills.

Strong interpersonal skills; demonstrated ability to interact with a broad range of people in a professional and approachable manner.

Strong customer service abilities is critical.

Ability to prioritize multiple projects at one time and meet deadlines.

Extremely strong organizational and problem-solving skills.

Ability to exercise tact and discretion.

Ability to proofread materials for punctuation, grammar and spelling.

Ability to maintain accuracy and exhibit strong attention to detail.

Ability to work both independently with limited supervision.

Ability to lift boxes of up to 30kg.