Administrative Assistant & Office Coordinator

Staff
- Union Job Category

CUPE 2950

CUPE 2950 Salaried
- Administrative Support 4 (Gr7)

Administrative Assistant & Office Coordinator

Administrative Support | Dean's Office | Faculty of Science

$4,594.00 - $4,827.00 CAD Monthly

September 27, 2026

Note:

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

Ongoing

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.

This position provides senior administrative and secretarial support to three Associate Deans:
Associate Dean, Research & Partnerships;
Associate Dean Graduate & Postdoctoral Studies; and Associate Dean, Faculty & Inclusion. Key responsibilities include schedule and calendar management, meeting and events coordination, and travel arrangement. The role oversees various administrative processes under the Associate Deans’ portfolios, including the administration of award programs and the planning of both recurring and special events. This position also serves as the office coordinator, managing office equipment and supplies and acting as the health and safety workplace representative.

As the first point of contact at the Dean’s office front desk, the incumbent represents the Faculty of Science by welcoming visitors, responding to inquiries, and directing individuals as needed.

Reports to the Senior Manager, Academic Initiatives and Administration, and receives functional direction from the Associate Deans. Works closely with the leadership team and the other personnel in the Dean's Office. The position liaises with Heads, faculty, staff and students from all areas of the University, as well as external agencies.

• Administrative and Secretarial Support to Associate Deans
• Provides senior administrative support to the Associate Deans, including managing their appointment scheduling and Outlook calendars, preparing documentation such as briefing notes and agendas, organizing meetings and events, and making travel and accommodation arrangements.
• Compiles data, designs and creates spreadsheets, and handles financial reimbursement and credit card reconciliation for Associate Deans.
• Coordinates the Faculty of Science nomination process for the annual Governor General Gold Medal and the submission to the Faculty of Graduate and Postdoctoral Studies.
• Manages the entire application, adjudication, and payment process for the Postdoctoral Fellows Travel Awards for the Faculty of Science three times a year.
• Organizes the nomination process of the annual Killam Postdoctoral Fellow Research Prizes and Banting Postdoctoral Fellowship Program competition for the Dean’s Office.
• Coordinates the annual Killam Research Prizes nominations for the Faculty of Science.
• Compiles information on Science faculty award recipients and maintains a database of research awards granted to Science faculty members. Makes regular submissions on recent faculty award winners to the Board of Governors.
• Coordinates Science faculty departmental search committee EDI orientations and certification meetings.
• Coordinates logistics for the Vivien Srivastava Career Mentoring Workshop and related events, including arranging honoraria for speakers, reimbursements for expenses, catering and room bookings.
• Coordinates the Vivien Srivastava child‑care stipend, including setting up the application process, collating receipts and documents, and…