Staff - Union Job Category: CUPE 2950
Job Profile: CUPE 2950 Salaried - Administrative Support 4 (Gr7)
Job Title: Administrative Coordinator
Department: OCIO | Administration, AVP
Compensation Range: $4,594.00 - $4,827.00 CAD Monthly
Posting End Date: September 6, 2026 (Note: Applications will be accepted until 11:59 PM on the Posting End Date.)
Job End Date: September 30, 2027
This is a 1-year term position with possibility of an extension
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 This position provides high-level, confidential, administrative and coordinator support to members of the Senior Leadership Team (SLT) within the Office of the CIO (OCIO). This includes providing logistical support to SLT; managing demanding calendars; accommodating change requests, redirecting and/or resolving inquiries and issues as appropriate; coordinating logistics for departmental meetings, workshops, activities and events; providing meeting support and taking minutes; booking travel arrangements; reconciling expenses; updating administrative procedures; maintaining resource databases; records management; and providing administrative and coordination support on projects that support OCIO/UBC IT as assigned by SLT.
This position requires working knowledge of the activities of the Office of the CIO, a flexible approach, tact, discretion, good judgment, initiative, organization, the ability to meet deadlines and work in a complex, changing environment both independently and cooperatively.



This is a fast paced, energetic, high-performance team environment. This position must be able to foster and facilitate effective working relationships with units within the department and across the University community, and apply knowledge of the University s policies and procedures and departmental functions to the work performed.
Organizational Status Reports to the Manager, Admin Support, OCIO, while supporting members of the Senior Leadership Team. Works collaboratively with other OCIO and UBC IT staff, the broader University community and with third party organizations.
Work Performed Executive Team Support Provides scheduling and logistical support to members of SLT in support of group meetings, optimizing utilization of available times, prioritizes requests, negotiates and resolves scheduling conflicts. Exercises tact, diplomacy and discretion in prioritizing, declining or redirecting requests. Adapts appropriately to changing requirements and keeps SLT informed about schedules. Responds to email, telephone, and in-person inquiries from internal staff, UBC units, and external contacts relating to SLT meetings schedules.
Coordinates meetings and provides oversight as required including scheduling, distributing agendas and meeting materials, booking rooms, catering, audio-visual requirements, providing onsite meeting support if needed, meeting summaries, and ensuring follow up actions are communicated.



Anticipates information needs and organizes appropriate materials for meetings, conferences or interviews.
Coordinates travel arrangements for SLT members, including accommodation, transportation, and travel logistics.
Prepares, reconciles and submits monthly expenses; maintains expense filing system.
Assists SLT with recruitment by coordinating job postings, scheduling interviews, booking meeting rooms, managing the collection of resumes and the completion of paperwork related to recruitment process. Assists with the coordination of new employee onboarding, workstation, systems access and set-up, etc.
Supports the review, streamlining and updating of administrative processes and procedures.
Provides general administrative support and completes ad hoc tasks and special projects that support OCIO/UBC IT.
Meetings and Events Under the direction of the Manager, Admin Support, performs tasks related to the coordination and organization of departmental staff meetings, events, campus tours, workshops and employee recognition activities, including coordination of logistics, venue/room bookings, audiovisual support, catering, onsite activities, invitations, registration, preparation of agendas and schedules, staff communications, budgets, onsite set-up and tear-down.
Maintains documentation, schedules and project plans; upon completion contributes to meeting and event debriefs and preparation of reports containing evaluation data and recommendations for continuous process improvements.
Creates and maintains vendor and event space databases and contact directories.
Develops and maintains an active network of internal and external contacts in support of OCIO/UBC IT events and activities.
Administration Perf

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📌 Administrative Coordinator (British Columbia)
🏢 UBC
📍 British Columbia