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. 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. 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 administrative and operational support for the Provost’s Office: 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. Responsible for Records Management. Incorrect information could impact the reputation of the Provost’s Office and the University. 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.

Supervision Given





This position is not responsible for the supervision of others. High school graduation, plus 1 year of post-secondary education, plus 4 years of related experience; or an equivalent combination of education and experience. Ability to exercise tact and discretion with faculty, staff, students and the public in giving and obtaining information, explaining practices and procedures.

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. University degree in a relevant field. Administrative experience in a large and complex organization.

A high degree of professionalism and excellent public relations and interpersonal skills in dealing with a diverse range of offices and organizations. Exceptional time management, organization, and problem-solving skills. Flexible and adaptable to a quickly changing landscape.

Proficient with MS Outlook, MS Word, MS Excel and MS PowerPoint, along with the ability to use databases, computer network system, electronic mail programs, internet, and other software as required.

Experience with Workday software, or ability to learn. Ability to work with minimal supervision, exercising confidentiality and tact. Sensitivity with respect to the importance and diversity of the university's internal environment.

Familiarity with university structures and systems administration. A thorough knowledge of university procedures, protocols, policies and government operations. Equity and Diversity Equity and diversity are essential to academic excellence.

An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.

Human Rights

Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. however Canadians and permanent residents will be given priority.

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