Job at a glance
Staff - Non Union Job Category Executive Administrative Staff Job Profile Non Union Hourly - Administrative Assistant 2 Job Title Administrative Assistant II Department UBCO | Academic Strategic Initiatives | Office of the Provost and Vice-President Academic Compensation Range $27.95 - $34.09 CAD Hourly Posting End Date September 21, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date March 31, 2027 This position is a 6-month term appointment ending on March 31, 2027 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 This position provides a wide range of confidential administrative support to the operations for the Office of the Provost and Vice-President Academic (Provost’s Office). This position greets visitors and interacts with all levels of the UBC community, external agencies, and visiting dignitaries and guests. Organizational Status Reports directly to the Executive Director, Academic Strategic Initiatives and may receive direction from the other members of the Provost’s Office team in alignment with defined job responsibilities.
Work Performed Provides administrative support to the Provost’s Office team: Coordinates the Provost’s appointments and calendars, scheduling meetings in alignment with the portfolio’s objectives, consulting with the other Administrative Assistant and Provost team members as appropriate Organizes and coordinates materials for the perusal of the Provost in preparation for deadlines and meetings Manages logistics associated with strategic committees or group meetings (as designated by the Executive Director, Academic Strategic Initiatives in consultation with the Provost and Associate Provosts), including tracking committee membership, coordinating meetings, preparing meeting agendas, materials and minutes/notes and following up on action items arising from meetings as appropriate, liaising internally as needed Assists with projects and events as required in collaboration with the Administrative Assistant and other Provost team members as appropriate Provides backup scheduling support for the Associate Provosts Provides administrative and operational support for the Provost’s Office: Provides reception and front-line customer service support to Provost Office visitors Responsible for efficient day-to-day operations of the Office of the Provost, including ensuring mail, phone calls, appointments and materials are appropriately and expeditiously handled, utilizing appropriate judgement in all actions, answering or routing requests appropriately Schedules meetings and special events for members of the Provost Office, ensuring that all logistical details are arranged, including booking rooms, IT support and catering if appropriate Assists with booking travel for Provost Office team members and guests as needed Maintains and orders all supplies, liaising with IT, Security and service contractors Processes honorariums, cash receipt deposits, Provost’s Office expense reports, payment of invoices to vendors, including requesting and processing purchase orders Submitting expense reports on behalf of UBC VISA cardholders in the Provost’s Office, ensuring that transactions are coded correctly Keeps up to date and informed about Workday procedures Responsible for Records Management Scans, files, retrieves, tracks, and archives documentation Ensures records are in a current, logical, functional order and appropriately coded Maintains a filing system report and circulates updates Performs other duties as required.
Consequence of Error/Judgement Work is performed independently. Employee must exercise sound judgment routi