Staff - Non Union
Job Category Executive Administrative Staff
Job Profile Non Union Hourly - Administrative Assistant 2
Job Title Administrative Assistant II
Department UBCO | Academic Strategic Initiatives | Office of the Provost and Vice-President Academic
Compensation Range $27.95 - $34.09 CAD Hourly
Posting End Date September 21, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date March 31, 2027
This position is a 6-month term appointment ending on March 31, 2027
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 a wide range of confidential administrative support to the operations for the Office of the Provost and Vice-President Academic (Provost's Office). This position greets visitors and interacts with all levels of the UBC community, external agencies, and visiting dignitaries and guests.
Organizational Status Reports directly to the Executive Director, Academic Strategic Initiatives and may receive direction from the other members of the Provost's Office team in alignment with defined job responsibilities.
Work Performed Provides administrative support to the Provost's Office team: Coordinates the Provost's appointments and calendars, scheduling meetings in alignment with the portfolio's objectives, consulting with the other Administrative Assistant and Provost team members as appropriate




Organizes and coordinates materials for the perusal of the Provost in preparation for deadlines and meetings
Manages logistics associated with strategic committees or group meetings (as designated by the Executive Director, Academic Strategic Initiatives in consultation with the Provost and Associate Provosts), including tracking committee membership, coordinating meetings, preparing meeting agendas, materials and minutes/notes and following up on action items arising from meetings as appropriate, liaising internally as needed
Assists with projects and events as required in collaboration with the Administrative Assistant and other Provost team members as appropriate
Provides backup scheduling support for the Associate Provosts
Provides reception and front-line customer service support to Provost Office visitors
Responsible for effective day-to-day operations of the Office of the Provost, including ensuring mail, phone calls, appointments and materials are appropriately and expeditiously handled, utilizing appropriate judgement in all actions, answering or routing requests appropriately
Schedules meetings and special events for members of the Provost Office, ensuring that all logistical details are arranged, including booking rooms, IT support and catering if appropriate
Assists with booking travel for Provost Office team members and guests as needed
Maintains and orders all supplies, liaising with IT, Security and service contractors
Processes honorariums,



cash receipt deposits, Provost's Office expense reports, payment of invoices to vendors, including requesting and processing purchase orders
Submitting expense reports on behalf of UBC VISA cardholders in the Provost's Office, ensuring that transactions are coded correctly
Keeps up to date and informed about Workday procedures
Scans, files, retrieves, tracks, and archives documentation
Ensures records are in a current, logical, functional order and appropriately coded
Maintains a filing system report and circulates updates
Performs other duties as required.
Consequence of Error/Judgement Work is performed independently. Employee must exercise sound judgment routinely on matters of spending for events and supplies, space, SALTO access, and financial reimbursements. Incorrect information could impact the reputation of the Provost's Office and the University. Access to this wide range of information requires the employee to exercise judgment in maintaining the confidentiality of the information. Errors could have a direct impact to faculty, staff and students.
Supervision Received Must be able to take direction and work under minimal supervision from the Executive Administrator. Performance will be evaluated against set objectives. Overall objectives are determined in consultation with the Executive Administrator, the Director, Academic Strategic Projects, and Associate Provosts. Within those guidelines, this position works independently, determining priorities as necessary. Guidance is received in matters of strategic significance.
Supervision Given This position is not responsible for the supervision of others.
Minimum Qualifications High school g

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📌 Administrative Assistant II (British Columbia)
🏢 UBC
📍 British Columbia