Administrative Assistant

Staff
- Union

CUPE 2950

CUPE 2950 Salaried
- Administrative Support 3 (Gr6)

Administrative Assistant

Administration & Operations | Department of Curriculum and Pedagogy | Faculty of Education

$4,449.00 - $4,676.00 CAD Monthly

September 2, 2026

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

This position is subject to the satisfactory completion of required background checks

Job End Date

Ongoing

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 Summary
Responsible for providing general administrative and operational support, department committee support, HR process for the Department of Curriculum and Pedagogy.

Acts as the front-line staff member for the Department.

Organizational Status
Reports to the Administrative Manager. Interacts constantly with students, faculty members, and other staff members in EDCP and the Faculty of Education.

Liaises with Building Operations, Dean’s Office, Teacher Education Office, Office of Professional Development and Community Engagement, UBC IT Services, Financial Services, Faculty Relations, Faculty of Graduate and Post-Doctoral Studies (G+PS), UBC Student Services as necessary. Works closely with the Financial Processing Specialist, the Head’s Assistant and the Graduate Program Assistant on shared administrative and support responsibilities.

Work Performed

• Acts as the first point of contact and the reception desk for faculty, staff, students, instructors, service providers, and visitors, responding to all in-person, email, and phone inquiries; collects, distributes, and forwards department mail, updates department mailboxes and the faculty directory, and coordinates couriers as necessary.
• Orients new faculty, visitors, sessional instructors, staff, and students to University and Department policies and procedures, including practical settling‑in support such as housing and daycare referrals; ensures public dissemination of information on department programs, services, and procedures; arranges administrative set‑up for new arrivals to function effectively (keys, copy codes, mailboxes, CWL/FSC accounts, Scarfe Building card access, Canvas and Zoom access); maintains and updates Department onboarding guidelines.
• Updates unit policies and procedures and suggests new or revised policies and procedures for the unit to the Administrative Manager.
• Maintains department equipment and maintenance records, service contracts, and supply inventory, including laptop sign-out; serves as resource person for department photocopiers (training, troubleshooting, pass codes, paper replenishment); maintains the photocopy room, mailroom, and shared spaces (including kitchen/lounge upkeep and departmental committee initiatives such as soup day) in an orderly and secure manner, ensuring rooms are locked at day’s end.
• Acts as departmental liaison with UBC IT and Building Operations: submits and follows up on IT troubleshooting requests for students, staff, and faculty, and enters Facilities work requests for repairs, office moves, and cleaning; oversees small to medium-sized facilities projects in the department.
• Collects course outlines for all courses in the unit; downloads the monthly class timetable from Workday and books classes into restricted classrooms via Outlook Calendar; books and rearranges ad hoc meetings and room bookings; updates the department website (courses, job postings, faculty profiles, and handbooks) as needed.
• Acts as department Voicemail Administrator (Pinnacle) and telephone system coordinator: orders, maintains, and troubleshoots phones and voicemail; downloads and reconciles monthly telephone billing via IT Management Suite, maintains telephone inventory, and processes new…