Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Assistant

Department

Administration Support | Department of Forest Resources Management

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

September 25, 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 Summary

The Administrative Assistant provides senior administrative support the Department of Forest Resources Management (FRM). Major responsibilities include administering the Teaching Assistant hiring processes, as well as graduate and undergraduate student appointments and postdoctoral fellow appointments. Provides information to faculty, staff, students and postdocs on policies, procedures and guidelines on HR and administrative related matters. The job supports complex requirements in the areas of Human Resources and Operations, particularly related to students and postdoctoral fellows.

Organizational Status

The incumbent will report to the Administrative Manager and the Head and will work with faculty, staff and students in the Department. Works closely with the other Administrative Support 4 position to fulfill the operational requirements of the FRM Administration office. Interpersonal skills and the ability to build successful working relationships with a team of colleagues both inside the Department’s office and with the Dean’s Office and central UBC Departments is essential.

Work Performed

OFFICE ADMINISTRATION

• Acts as the departmental credit card coordinator and authorized user of department card for operational purchases. Oversees and reconciles department credit card.
• Coordinates and monitors finances for the departmental cost recovery facilities such as photocopier charges, and coordinates with the Forestry Finance Hub as needed.
• Oversees and prepares invoices for clients on campus and external businesses/organizations across Canada for services provided, verifies accuracy, processes and records information.
• Provides reports and detailed summaries for analyses as needed.
• With direction from the Administrative Manager, will liaise with the Forestry Finance Hub on issuance of PO, account payable, accounts receivable.
• Coordinates with HR and the Forestry Finance Hub on HR Fast Track Assessment processing for payment of individuals as contractors.
• Provides reports and detailed summaries for analyses as needed.
• Assists the Administrative Manager with the coordination of the signing of RPIF for the faculty members.
• Works with the Administrative Manager to identify and implement policies that have an impact on the operation of the department.

HUMAN RESOURCES

• Administers the departmental Teaching Assistant appointments for all terms. This includes the coordination of TA postings for the department in the Forestry TA portal and on the Forestry website, manages and verifies the applications received in the Forestry TA Portal, in particular preparing the TA Preference list, ensures that each TA has completed all training requirements, monitors TA Duties in Workday, processes appointments including adding teaching designation, maintains departmental TA budget report and reconciles appointments on a monthly basis. Maintains spreadsheet of appointments.
• Administers all graduate and undergraduate appointments including GRA, GAA, URA, UAA, NSERC USRA. Works with faculty members to ensure required funding commitments are met and ensures reappointments are completed in a timely manner.
• Monitors end-dates for reappointment and ensures that all funding, approvals and immigration requirements, if applicable, are in place.
• Acts as Payroll Timekeeper, ensuring the student hourly timesheets are approved by the supervisor in a timely manner, and prepares payroll reconciliation.
• Drafts employment verification letters for students when requested.
• Maintains the salary tracking system (Postdoc/Staff) for the department. This includes monthly reconciliation to the general ledger and Workday statements of salaries and wages; follow-up with the Payroll Department in regards to adjustments required and correction of errors, forecast of hourly and monthly salaries to year end.
• Ensures compliance with UBC policy and collective agreements and timely information is provided to the Administrative Manager for statistical tracking and calculations. Prepares complex reports and compile complex statistics using various systems.
• Establishes and maintains an efficient and accurate physical and electronic filing system for all HR transactions and personnel. Participates in the development or updates to HR process and procedures.
• Oversees and monitors the Visiting International Research Student applications by preparing and providing letter of invitation, verifying and processing paperwork and ensuring that applications have successfully gone through the GO GLOBAL Vancouver Office. Troubleshoots problems to resolution. Maintains spreadsheet of applications, arrival dates, office location.
• Coordinates on-boarding, including orientation for new graduate students and Postdoctoral fellows, issuing keys, building access, safety manuals, etc. Liaises with supervisors and other UBC departments.
• Maintains an efficient and accurate physical and electronic filing system for all student HR transactions and personnel. Participates in the development or updates to HR process and procedures.

OTHER

• Provides back-up to the other departmental Administrative Support positions during leave of absence (cover breaks, lunch, vacation and sick time).
• Responds to inquiries about policies and procedures, and assists with finding solutions during the Administrative Manager s absence.
• Performs miscellaneous duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

The work requires a high level of tact, discretion and accuracy. Errors in judgement will reflect negatively on the office of the Head and UBC and could lead to irreparable damage to the Department. If confidentiality is mishandled or breached, professional and academic careers may be affected. Frequent interactions with other departments and students from all over the world require effective communication and tact to avoid negative impact on the Department and UBC. Missed deadlines can cause payroll disruptions/delays affecting students and postdoctoral fellows. Excellent interpersonal and teamwork skills are essential to maintain efficient functioning of the Department Office.

Supervision Received

Overall objectives, ongoing as well as specific assignments are received directly from the Administrative Manager. The incumbent is expected to be able to take initiative, solve problems, determine course of action and then follow through independently, occasionally consulting with other staff as needed with reference to new or complex problems.

Supervision Given

May explain work procedures to new or inexperienced staff and students.

Minimum Qualifications

• 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 two year post-secondary diploma. Training in secretarial, bookkeeping and office procedures and practices. 4 years related experience or the equivalent combination of education and experience.
• Experience in use of Workday HR/Finance/Student for appointment processing is preferred.
• Computer experience (Word, Excel, and Power-Point) required.
• Familiarity with policies and procedures relating to postdoc appointments, students appointments, in particular the CUPE 2278 collective agreement.
• Ability to communicate effectively verbally and in writing.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to work effectively independently and in a team environment.
• Ability to respond appropriately to inquires in person, on phone, and in writing, and make appropriate referrals
• Ability to deal effectively with a diversity of people.
• Ability to exercise tact and discretion.
• Ability to take and transcribe accurate meeting minutes.
• Ability to efficiently and effectively coordinate tasks.
• Ability to accurately maintain appointment calendars, and schedule appropriate appointments.
• Ability to operate job-related equipment (e.g. photocopier).
• Ability to effectively manage multiple tasks and priorities.
• Flexible approach to work; willingness to work irregular hours as and when necessary.