Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant IV Job Title Administrative Assistant, Director's Office Department UBCO | Administration | School of Engineering | Faculty of Applied Science Compensation Range $4,981.00 - $5,713.00 CAD Monthly Posting End Date October 1, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Provides a broad range of support to the Director of the School of Engineering and the Appointment, Reappointment, Promotion and Tenure process. The Faculty of Applied Science is one of the four larger Faculties at the University with Engineering Departments, another six Engineering Programs, the School of Engineering at UBC Okanagan as well as the School of Nursing, School of Architecture & Landscape Architecture, and the School of Community and Regional Planning.

The UBC Okanagan School of Engineering is one of the newest engineering schools in Canada providing undergraduate and graduate degrees in civil, electrical and mechanical engineering.

Manages Communications for the Director by: Composes complex correspondence, recommendations and summaries based upon brief oral instructions or from draft notes. initiating draft responses for the Director s approval. Composes content and generates PowerPoint presentations for the Director from brief oral instructions or notes for use at industry, government, and University events. Prioritizes the Director s incoming mail, phone calls, and general inquiries exercising judgment as to whether matters require urgent attention from the Director.

Prioritizes mail and phone calls that do not need a response from the Director, redirecting to the appropriate individual(s) for response (e.g. Manager of Administration, Associate Directors and Program Coordinators). Contacts senior officials of the University to obtain and disclose information on sensitive or restricted matters.

Uses judgment, discretion and tact in responding to oral and written inquiries, based on extensive knowledge of the organization and operations of the University in general and the School of Engineering and Faculty of Applied Science in particular. ~Supports Appointment, Reappointment, Promotion and Tenure (ARPT) process by: Tracks and maintains the annual PTR calendar, is responsible for scheduling all meetings, and prepares related meeting materials i.e.,



Keeps abreast of all School of Engineering ARPT Standing Committee procedures, Faculty of Applied Science procedures, and Senior Appointments Committee s Guidelines. Coordinates high level faculty appointment committee meetings by compiling related confidential materials. Prepares dossiers for the School ARPT Committee and Faculty of Applied Science Dean s Committee once cases have been recommended.

Compiles Student Teaching

Evaluation summaries. Coordinates the Merit and PSA and Peer Teaching Evaluations processes for the Director. ~Provides general administrative support by: Works on special projects for the Director.

Example: preparing a Policy & Procedure Manual for the School of Engineering by documenting all current processes, making suggestions for change, and drafting policy and procedures for approval by the Director and Administrator. Poor judgment or errors in processing confidential materials and correspondence could have an adverse effect on the work of the Director. Failure to act in a skilled, tactful manner would have an adverse effect on the image of the Director, the School of Engineering, the Faculty of Applied Science, and the University.

Must be able to exercise a great deal of judgment and initiative in dealing with administrative matters where there are no established policies procedures or guidelines.

Supervision Received

This position is given general direction by the Director and Manager of Administration, however, the incumbent is expected to be able to take initiative, problem-solve, determine course of action and then follow through independently with minimal supervision. This position reports to the Director and the Manager of Administration of the School of Engineering..

Supervision Given

No supervision required. Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion High School graduation plus graduation from a two year diploma program, training in administrative/secretarial practices.



Minimum of 5 years of senior administrative experience in a university setting, or the equivalent combination of education and experience is required.

Experience with providing administrative assistance to senior executives is preferred. Computer experience required (Word, Excel, Access, PowerPoint and Outlook preferred). Ability to compose complex correspondence and prepare reports in clear concise business language, and to draft complex correspondence for signature.

Ability to obtain and disseminate information effectively and tactfully with individuals from all levels of the University and the external community. Ability to plan, schedule and organize a variety of complex events such as conferences, receptions, and off-site executive-level meetings. Ability to ensure efficient records management procedures and practices are followed.

Ability to comprehend and interpret University policies and procedures required. Ability to use Microsoft Office Suite (word processing, spreadsheet, scheduling, email and presentation) applications at an advanced level. Flexible approach to work; The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally.

A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work.

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. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.

📌 Administrative Assistant, Director's Office (Kelowna)
🏢 The University of British Columbia
📍 Kelowna