Administrative Assistant

Job Title

Administrative Assistant (Union Job Category CUPE 116, Salaried – Administrative Secretary (35 hr))

Department: Administrative Leadership | Administration – Office Management

Posting End Date: June 8, 2026 (Applications accepted until 11:59 PM)

Compensation Range: $4,534.00 – $4,958.00 CAD per month

Campus + Community Planning (C+CP) at UBC is a central planning and policy unit guiding the physical, spatial, and community development of the Vancouver and Okanagan campuses. C+CP’s work spans campus land governance, long‑term planning, public engagement, transportation and mobility, sustainability, neighbourhood planning, and development and building permitting. The Administration unit provides consistent administrative, financial, and operational support to staff and programs across the department, enabling C+CP to deliver integrated, long‑term planning in support of UBC’s academic mission and community objectives.

The Administrative Assistant provides confidential, high‑level administrative support to the Director of Sustainability & Engineering and the Director of Community Development & Transportation. The role manages complex calendars, coordinates meetings and travel, supports communications, and oversees procurement and financial processing to ensure the effective operation of the Directors’ offices. Working within the Administration unit, the position also contributes to shared office functions that support smooth departmental operations, such as coordinating access to designated meeting spaces, assisting with department‑wide events, maintaining office supplies, and supporting cross‑unit processes.

• Provide executive and administrative support to Directors, including proactive management of complex calendars and shifting priorities.
• Coordinate and prioritize meetings involving internal and external stakeholders at multiple levels, ensuring alignment with Directors’ schedules and operational priorities.
• Anticipate scheduling conflicts and administrative needs, proactively identifying solutions to support Directors’ effectiveness.
• Act as delegate for Directors’ Outlook calendars and virtual meeting platforms; manage invitations, responses, meeting logistics, and technology setup.
• Prepare, edit, format, and proofread correspondence, reports, briefing notes, presentations, and other materials.
• Arrange travel, conference registrations, and itineraries, and prepare related documentation and expense reports.
• Track meeting materials, action items, and follow‑ups to support Directors’ ongoing commitments and decision‑making.
• Assist with maintaining personnel records and coordinating employee performance‑review schedules.
• Support Office & Administration Manager in coordinating administrative and operational needs across multiple office locations within Campus + Community Planning.
• Act as key on‑site administrative contact for the assigned location, assisting with day‑to‑day office coordination while ensuring alignment with department‑wide practices and standards.
• Assist with implementing and maintaining consistent administrative processes, procedures, and office protocols established by the Office & Administration Manager.
• Coordinate site‑specific needs such as workspace setup, access, office supplies, and facilities‑related requests, escalating issues to the Office & Administration Manager as appropriate.
• Support office organization, moves, and minor space changes in collaboration with the Office & Administration Manager and relevant stakeholders.
• Help monitor and communicate local operational needs, providing input to support planning and continuous improvement of administrative services across locations.
• Assist with departmental initiatives, special projects, and process improvements as assigned by the Office & Administration Manager.
• Provide on‑site support to staff and visitors, helping address immediate administrative and operational needs in coordination with the Office & Administration Manager.
• Coordinate logistics for team meetings, workshops, retreats, and events, including booking designated meeting spaces, arranging AV/hybrid support, and preparing…