Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Hourly - Secretary II

Job Title

Department Assistant

Department

UBCO | Faculty | History and Sociology | Irving K. Barber Faculty of Arts and Social Sciences

Compensation Range

$27.00 - $30.96 CAD Hourly

Posting End Date

August 7, 2026

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

Job End Date

December 31, 2026

This is a leave replacement for a fixed term duration.

Termed position

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 position provides 50/50 support to the Department Heads, faculty and staff in the Department of History and Sociology and the Department of Economics, Philosophy and Political Science. This position works collaboratively with the Senior Department Administrative Assistants with regard to recruitment tasks and events.

Organizational Status

The Dean of the Faculty is the primary administrator. The Deans Office includes several Associate Deans and various staff members. The Faculty of Arts and Social Sciences is divided into a number of Administrative Units (each with a Department Head) that house the many disciplinary and interdisciplinary degree programs. This position reports to the Department Heads for day-to-day activities related to administrative support, and works collaboratively with the Senior Department Administrative Assistants to meet department needs. The position reports to the Manager,



Administration and Operations with regards to conditions of employment and University, Faculty and Departmental policies and procedures.

This position works with other members of the University community such as, Centre for Teaching and Learning, Disability Resource Centre (DRC), IT Services, Library (UBCO and UBCV), and UBC Media Centre, as well as the Department Heads in History and Sociology and Economics, Philosophy and Political Science. This position also interacts with students, staff, faculty members, Enrolment Services, Facilities Management and other faculties and departments.

Work Performed

- Answers student questions by accessing information in Workday (following appropriate privacy regulations and guidelines)
- Prepares and distributes agendas, documentation and minutes for Department meetings, caucus meetings, ad hoc meetings and various committees. Attends meetings; takes minutes.
- Coordinates and schedules meetings, including booking rooms and equipment.
- Responds to inquiries from students, faculty members, staff, other UBC departments and the general public.
- Processes, tracks and updates Salto (security) access.
- Monitors office equipment; copier, printer, etc. Arranges regular service maintenance and repair calls for office equipment. Instructs faculty on proper equipment use.
- Receives and distributes mail.
- Distributes general and departmental announcements.
- Files and retrieves documents as required.
- Prepares and submits Facilities work orders to address routine facility,



building and maintenance issues
- Assists with final exam supplies and sign-up sheets; organizes storage for final exams for large classes
- Orders and maintains office supplies, final exam supplies (bubble sheets, booklets), copy paper
- Maintains various department bulletin boards
- Facilitates courier and shipping as needed
- Creates print materials for promotion of courses
- Covers for the Senior Department Assistants during absences

Student Support

- Resolves classroom issues
- Handles classroom issues and changes
- Oversees the booking of Out of Time examinations
- Collects course syllabi and files on the K drive
- Creates a department teaching schedule reference document complete with office hours
- Processes various paperwork requests.

Event Support

- Assists Senior Department Assistants with all events, (on and off campus) including seminars, conferences, guest speakers, and other events, either in person or via Zoom
- Submits Event Promotion Form to FASS Dean's communication staff, and liaisons with communication staff on event details
- Coordinates event logistics such as catering, room bookings (on and off campus), IT Services and Facilities workorders.
- Creates printed and digital promotional materials, such as posters, programs, and paid advertising.
- Distributes event information to department mailing lists
- Supports Senior Department Assistants on day of event if required
- Performs other duties as required.

Recruiting and Onboarding Support

- Supports Senior Admin Assistant with recruiting and onboarding
- Organizes interview schedules
- Sets up committee meetings for Search committees
- Schedules interviews, and job talks, and other meetings
- Books travel and accommodation for candidates
- Liaisons with cand

#J-18808-Ljbffr

📌 Department Assistant (Kelowna)
🏢 PVH (Tommy Hilfiger/Calvin Klein)
📍 Kelowna