Administrative Assistant, School of Engineering

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job 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.

Job Summary

The School of Engineering is one of the largest academic units at UBC Okanagan and supports undergraduate and graduate education research industry engagement outreach student services and administrative operations.

This position provides administrative support to the School of Engineering and may be assigned to support the Academic Services team the Administrative Services team or both teams depending on operational needs. The role is designed to provide flexible administrative capacity across the School and may support a variety of academic student service operational communications event records management and project-related activities.

Working within established policies procedures and guidelines the incumbent provides responsive administrative support to faculty staff students and external stakeholders and contributes to the efficient operation of School activities and services. The position works in a highly collaborative and cross-functional environment and may support multiple teams initiatives and service areas as business requirements evolve.

Organizational Status

This position reports to either the Manager Engineering Academic Services or the Manager Administration depending on organizational needs and assignment.

This position works closely with faculty staff students student employees alumni external partners and other University departments. The position may support activities within Academic Services Administrative Services or initiatives shared between both teams.

The role operates within a dynamic environment with frequently changing priorities and requires flexibility to support a broad range of administrative functions. This position works collaboratively with colleagues across the School and may provide support for projects events operational initiatives student-related activities and administrative processes.

Work Performed

Provides administrative support to Academic Services Administrative Services and shared School initiatives.

Assists with correspondence scheduling records management filing document preparation data entry and general office administration.

Monitors and responds to routine inquiries received through shared email accounts telephone and other communication channels.

Maintains files databases spreadsheets forms and tracking systems.

Assists with preparing reports presentations communications and other documentation.

Supports meeting scheduling calendar coordination room bookings and logistical arrangements.

Provides administrative support for student service and academic administrative activities.

Responds to routine student inquiries and directs students to appropriate resources and services.

Assists with academic and student-related processes in accordance with established procedures.

Supports activities related to admissions registration scheduling examinations awards graduation student communications student records and other academic support functions.

Assists faculty and staff with routine academic administrative activities.

Supports maintenance of student and program records.

Provides administrative support for School operational and administrative activities.

Assists with procurement purchasing inventory tracking supplies management and other administrative processes.

Supports office coordination activities and operational workflows.

Assists with maintaining administrative records and documentation.

Supports service requests approvals and administrative transactions.

Assists with preparation and distribution of communications to students faculty staff alumni and external stakeholders.

Supports meetings workshops information sessions outreach activities and School events.

Assists with event registration scheduling logistics material preparation and event-day support.

Supports communications and engagement activities across the School as required.

Collects compiles verifies and organizes information from a variety of sources.

Assists with surveys data collection reporting activities and information tracking.

Maintains records and files in accordance with established procedures.

Supports School initiatives requiring document collection file organization record keeping or data management.

Assists with preparation of routine reports and summaries.

Provides administrative support to committees working groups and project teams.

Assists with agenda preparation minute taking meeting coordination and follow-up activities.

Supports implementation of administrative processes and operational improvements.

Assists with special projects and initiatives as assigned.

Participates in cross-training activities to support operational flexibility across the School.

Provides backup support to colleagues during peak periods absences and special projects.

Maintains confidentiality when handling student employee and University information.

Performs other related duties as required.

Consequence of Error/Judgement

The position exercises judgment within established policies procedures and guidelines. Errors in judgment or work performance may result in delays to administrative processes inaccurate records ineffective communications disruption to services inconvenience to faculty staff students or external stakeholders and the need for corrective action by others.

The incumbent is expected to maintain a high degree of accuracy attention to detail confidentiality and professionalism when handling records documentation communications and sensitive information.

Supervision Received

Reports to either the Manager Engineering Academic Services or the Manager Administration depending on assignment.

Work is performed under general supervision and within established procedures policies and guidelines. The incumbent is expected to organize routine work independently prioritize assigned tasks and seek guidance on unusual or complex matters.

Specific assignments may be provided by designated supervisors managers or project leads within Academic Services Administrative Services or other School functions.

Supervision Given

None.

May provide routine information and procedural guidance to students student employees and other staff regarding administrative processes and established procedures.

Minimum Qualifications

Completion of Grade 12 plus a two-year post-secondary diploma or an equivalent combination of education and experience and a minimum of two (2) years of relevant administrative clerical customer service office support or student service experience.

Willingness to respect diverse perspectives including perspectives in conflict with ones own.

Demonstrates a commitment to enhancing awareness knowledge and skills related to equity diversity inclusion accessibility and Indigenous engagement.

Experience using standard office software applications databases spreadsheets and word-processing software.

Strong organizational time-management and customer-service skills.

Ability to prioritize work and manage multiple tasks while maintaining accuracy and attention to detail.

Ability to communicate effectively both verbally and in writing.

Ability to exercise tact discretion and sound judgment.

Ability to work effectively both independently and as part of a team.

Experience in a post-secondary education environment.

Experience providing administrative support in academic student service operational or office settings.

Familiarity with Workday Microsoft 365 SharePoint Qualtrics or similar systems.

Experience supporting meetings committees events projects or outreach activities.

Experience maintaining records preparing reports and working with data and information systems.

Knowledge of UBC administrative processes policies and systems is an asset.

Experience working in a fast-paced environment supporting multiple stakeholders and priorities.