Job Title Administrative Assistant, HR Students & Facilities Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 3 (Gr6) Job Family Group Staff - Union Department Administrative Support | School of Public Policy and Global Affairs Compensation Range $4,719.00 - $4,960.00 CAD Monthly Job End Date Ongoing Posting End Date November 6, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. 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.

The School of Public Policy and Global Affairs (SPPGA) is a leading centre for innovation in governance and global public policy. The School is home to the Liu Institute for Global Issues (LIU), the Centre for the Study of Democratic Institutions (CSDI), the Office of Regional and International Community Engagement (ORICE), the Pacific Affairs journal, and the Institute of Asian Research (IAR) which includes 5 distinct research centres focusing on Southeast Asia, India and South Asia, China, Korea, and Japan. The SPPGA's flagship academic program, the Master of Public Policy and Global Affairs (MPPGA), is a skilled global public policy program.

The School also provides program management, student advising, and administrative support for faculty research, special projects and initiatives, and hosts many high profile events annually.

The Administrative

Assistant, HR Students & Facilities provides administrative services across the School of Public Policy and Global Affairs, including human resources, facilities, events, and general administration support.

Organizational Status

Reports directly to the Manager, Administration. Works closely with other staff as a member of the SPPGA Administration Team. Coordinates complex processes, such as office administration procedures, appointing student workers, and providing confidential administrative support to the School.

Coordinates all student appointments for the School; Researches and provides information regarding UBC student appointment policies and procedures to staff and faculty; resolves complex student appointment issues relating to position funding, employment eligibility and work permits, consulting with the Manager, Administration as needed. Liaises with UBC Integrated Service Centre (ISC) to resolve human resource and payroll related errors and corrections, as required. Enters, edits, and manipulates data in relevant information systems, requiring data manipulation processes of a complex nature.

Coordinates the School's Work Learn Student hiring program by soliciting applications from staff and faculty, providing information and guidance on Work Lean program policies and procedures, assisting with the classification of positions, and submitting proposals for review. Works with relevant hiring managers to coordinate departmental onboarding/offboarding for faculty, staff, and student employees; participates in the development of procedures and materials including orientation and training activities.

Facilities Management Support

Coordinates a wide range of complex public events, and internal department events including conferences, visiting speakers, and alumni reunions. Coordinates day of event set up and take down and actively problem solves any issues that arise during event coordination and implementation. Coordinates and oversees facilities management activities for the Liu Institute and C.Choi buildings including A/V maintenance and operation, building maintenance, and building security arrangements.

Coordinates all facilities related requests including repairs, renovations, and trouble calls; communicates with Building Operations to ensure that projects are carried through to completion.



Provides support related to the School's Audio/Video systems, including system update and maintenance, providing on-site troubleshooting and support for event and meeting organizers, and developing resources and materials for effective equipment usage. Coordinates and monitors access to building and office entry via the ACMS and key request systems; periodically reviews building and office access reports to ensure that user access is updated and removed as needed.

Assists with the planning of and makes recommendations to the Manager, Administration on the allocation of office space for staff, faculty, students and visitors; coordinates office moves and furniture relocations across both the Liu & C.Performs regular inspections of all buildings and facilities reporting any deficiencies or custodial concerns to the Manager, Administration. performs occasional physical handling and movement of furniture and equipment to support room configurations; maintains storage rooms including the School's inventory of furniture, supplies, and equipment. Coordinates all administrative duties related to the rental spaces in both the Liu and C.Choi buildings including overseeing the scheduling of all event bookings, preparing rental contracts and other documentation, tracking and collecting payment from clients, communicating and maintaining client relationships, disseminating information as required to SPPGA staff, faculty, and rental clients, and resolving client and event booking problems, consulting with the Manager, Administration on complex issues. Reviews, evaluates, and determines the suitability of event booking requests in the rental spaces of the Liu Institute and C.Choi buildings based on established policies and procedures, and knowledge of SPPGA's classroom and event space needs.

Participates in the development of rental guidelines, policies, and contracts including researching rental practices, identifying improvements, and recommending strategies for advertising rental spaces and maximizing rental income. Creates a warm, friendly, and engaging environment in both Liu Institute and C.actively seeking to maintain and improve space design, systems, and supports to ensure quality events, programming and general space usage.

General Administration

Participates in the development of departmental systems, policies, and procedures; makes recommendations to improve the efficiency and effectiveness of the School's human resources and facilities management processes. Contributes relevant content to the School's AIR (Arts Internal Resources) site and develops resources for faculty, staff, and students. Responsible for reception duties such as the daily opening and closing of the SPPGA administrative office, on-site administrative support for faculty, staff, and students, and the professional image of the reception area.

Monitors shared email accounts and voicemail; updates office signage, phone lists, staff directories, and email listservs; maintains and orders office supplies as needed. Administers accounts for office printers, creating current user profiles and assisting users with printing access and setup. Acts as department voice administrator, coordinating changes to telephone and voicemail settings for faculty and staff.

Responds to telephone, email, and in-person inquiries from School faculty, staff, students, and walk‐in visitors, redirecting to other staff members as appropriate. Works closely with the Manager, Events and Program Development and Events team to support School events through day‐of assistance,



as required; support Events team through backup monitoring of Events inbox. Participates and support department Records Management processes, ensuring records are properly maintained and disposed of according to UBC Policy.

Supports the Manager, Administration with compiling documentation and materials for various administrative processes, assists with note and minute taking for department meetings, and coordinates office related administrative tasks. Undertakes special projects as assigned by the Manager, Administration. Provides coverage for other administrative positions when required.

Makes decisions and exercises judgment independently based upon a thorough knowledge and comprehension of UBC and School policies, procedures, and regulations. Inability to work cooperatively with faculty, staff, students, and visitors would jeopardize the effective provision of programs and services. Lack of cross-cultural sensitivity in communicating with students and visitors could cause serious misunderstandings and damage the international reputation of School.

The School provides academic and administrative services to professional graduate students requiring the incumbent to perform the position duties in a professional and courteous manner. Failure to meet these requirements or poor performance in any of the above duties could result in revenue loss, incorrect financial reporting, miscommunication, inconvenience, and reputational damage to the School.

Supervision Received

This position reports directly to the Manager, Administration, and will receive day‐to‐day supervision from the Administrative Coordinator, HR Faculty & Finance. Irregular situations will be handled in consultation with the Manager, Administration.

Supervision Given

May be required to formally train new staff on work procedures and/or oversee the work of students and/or temporary staff. High School graduation, plus one year of post‐secondary education, plus four years of related experience, or an equivalent combination of education and experience. 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.

Some experience or background in human resources and/or facilities management is preferred. Knowledge of UBC human resources policies and procedures preferred.

Experience with Workday preferred. Ability to type 60 w.p.m. and operate a normal range of office equipment. Advanced skill level with Microsoft Outlook, Word, Excel, and PowerPoint, as well as Internet browsers and search engines.

Supervisory experience in a unionized environment considered an asset. Must be able to demonstrate cross‐cultural sensitivity and deal with a diversity of people in a calm, courteous, and effective manner. 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.

📌 Administrative Assistant, HR Students & Facilities (Vancouver)
🏢 UBC The University of British Columbia
📍 Vancouver