Department Operations and Undergraduate Programs Assistant Job Kelowna area,BC Canada,Administrative/Clerical

Job Title Department Operations and Undergraduate Programs Assistant Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK

Salaried
- Support Services Assistant IV

Job Family Group Staff
- Union Department UBCO | Teaching Lab Support | Department of Earth and Environmental Sciences | Irving K. Barber Faculty of Science Compensation Range $4,981.00 - $5,713.00 CAD Monthly Job End Date Ongoing Posting End Date November 2, 2026

Note:

Applications will be accepted until 11:59 PM on the Posting End Date. This is a leave replacement for a fixed term duration.

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 Description Summary

The incumbent will provide student, faculty and financial related administrative support to the Department Head, faculty and staff in the department of Earth and Environmental Sciences (EESC). This includes: assisting with the Education Plan management, determining Teaching Assistant allocations, managing and coordinating student hires, assisting with the recruitment of new Faculty, Sessional and Staff hires. It also includes supporting the Appointment, Reappointment, Promotion and Tenure process, providing administrative support for Graduate Students, assisting with departmental financial processes and organizing seminars, workshops, conferences and other events.

The incumbent exercises initiative and judgment to assess and respond to issues and to resolve administrative problems, works effectively using database and web-based programs and performs general routine office procedures.

Organizational Status

The Dean of the Faculty is the primary administrator. The Dean s Office includes several Associate Deans and various staff members. The Irving K. Barber Faculty of Science (FoS) is divided into a number of Administrative Units (each with a Department Head) that house the many disciplinary and interdisciplinary degree programs. This position works under the Department Head for day-to-day department administrative support tasks, and receives supervision and guidance from the Department Manager with regards to conditions of employment and University, Faculty and Departmental policies and procedures.

This position interacts with students, staff, faculty members, Enrolment Services, Student Development and Advising, Human Resources, Finance Operations Okanagan, Facilities Management and other faculties and schools administration.

Work Performed

Provides administrative support to the Department Head by:
Assisting with the Education Plan management, in accordance with established guidelines, by performing appropriate budget calculations to determine Teaching Assistant (TA) allocations for each term, providing updates to Sessional faculty allotments for each discipline, based on vacancies resulting from study leaves, sick leaves and secondments of faculty members. Managing and updating required information into spreadsheets for the Dean s Office.

Participating in Scheduling Committee meetings, and ensuring the Education Plan is scheduled appropriately. Preparing Registration Reports and interpreting course changes for Head s review. Managing and coordinating TA hires, allocations and assignments in accordance with established guidelines. This requires advertising the positions, meeting with coordinators in all disciplines to determine allocations of marking and laboratory demonstration hours for particular courses, as well as handling all details of TA…