Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job 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.
JOB SUMMARY
The Administrative Assistant manages the day-to-day-level administrative operations for the Vice-President, Finance & Operations, within an assigned scope. The role reports to the Executive Assistant to the VP Finance & Operations and takes day-to-day direction from both the Vice-President and the Executive Assistant.
The position supports calendar coordination, travel arrangements, expense processing, meeting and event logistics, and general office administration. The role interacts with senior leaders and administrative staff across the VP Finance portfolio.
ORGANIZATIONAL STATUS
Reports to the Executive Assistant to the Vice President, Finance & Operations, and may take direction from the Vice President, Finance & Operations. The position liaises with the Office of the President, the UBC Board of Governors, University Vice-Presidents, and the Senior Leadership Team and their staff within the VPFO portfolio.
WORK PERFORMED
Calendar & Scheduling Support
Maintains and updates calendars for the VP Finance as directed by the Executive Assistant.
Schedules, confirms, and adjusts meetings, ensuring required materials and room bookings are in place.
Flags scheduling conflicts and urgent items to the Executive Assistant or VP promptly.
Tracks meeting requests and supports prioritization based on established guidelines.
Travel & Expense Coordination
Supports travel arrangements for the VP Finance and senior leaders as assigned, including booking flights, accommodations, and transportation.
Prepares travel itineraries and ensures documentation is complete.
Processes expense claims, invoices, and purchasing card reconciliations in accordance with university policies.
Monitors the status of submitted claims and follows up when required.
General Office Administration
Provides general administrative support for the VP Finance Office, including responding to routine inquiries, updating contact lists, and maintaining shared office supplies.
Assists in developing, documenting, and implementing administrative procedures and office systems, and identifies process improvements and supports consistent application across the office.
Supports space allocation and workspace planning, including coordination of minor changes or renovations in collaboration with Facilities. Supports onboarding logistics for new team members (e.g., workspace setup, access requests) as directed.
Assists with maintaining office equipment and coordinating service calls when necessary.
Meeting & Event Coordination
Coordinates administrative components of special projects and initiatives; supports planning and execution of office events and VPFO initiatives, including meetings, workshops, and small events for the VP Finance Office.
Prepares agendas, background materials, and presentation decks assigned. Takes meeting notes when requested and supports follow-up on action items. Tracks timelines, deliverables, and follow-up actions.
Arranges room bookings, catering, and AV requirements for meetings.
Document & Communication Support
Drafts, formats, and edits routine correspondence, memos, and email communications.
researches, compiles, and prepares administrative reports, summaries, and briefing materials for senior management. Analyzes and consolidates information from multiple sources
Assists in managing incoming communications, referring inquiries to the appropriate person or team.
Records & Information Management
Maintains organized electronic and paper filing systems in compliance with university records management standards.
Tracks documents requiring signatures or approvals and ensures timely processing.
Handles confidential and sensitive information with discretion and professionalism.
Other Duties
Provides back-up administrative coverage for the Executive Assistant when needed.
Supports special projects with administrative tasks such as scheduling, document collection, or basic research.
Performs other related administrative duties that contribute to the smooth functioning of the VP Finance Office.
Performs other related duties as required.
CONSEQUENCE OF ERROR
This position requires judgment, tact, discretion, and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have a negative impact on the VP Finance & Operations portfolio and the University, resulting in legal suits, poor public relations, financial costs, and loss of credibility. Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise independent judgment and flexibility. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with government, high-profile members, and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.
SUPERVISION RECEIVED
Reports to the Executive Assistant to the Vice President, Finance & Operations. Performance is evaluated against set goals and expectations.
SUPERVISION GIVEN
This position may supervise student employees, volunteers, and other administrative staff within the Vice President of Finance & Operations portfolio.
QUALIFICATIONS
Minimum Qualifications
High school graduation, plus 2 years of post-secondary education, plus 4 years of related experience; or an equivalent combination of education and experience; or an equivalent combination of education and experience. Ability to exercise a high level of tact and discretion in internal and external contact work, and the ability to independently apply a broad knowledge of policies and procedures. Ability to draft complex correspondence for signature, and write reports in clear, concise business English. Ability to supervise, establish standards of performance, and resolve work problems.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Undergraduate degree in a relevant discipline.
Minimum of two years proven administrative experience in a large and complex organization; or the equivalent combination of education and experience.
Knowledge of University policies, procedures, governance, and administrative systems preferred.
Pro-active and cognizant of conflicting priorities with the ability to advise and direct resolutions.
Experience working with a wide variety of partners and is comfortable working in diverse cultural contexts, including working with diverse teams inside and outside the office.
An expressed commitment and experience with equity-deserving populations and supporting an inclusive work environment.
Demonstrated ability and experience to work effectively with representatives from both the public and private sectors.
Experience in managing projects that involve a variety of stakeholders.
Flexible, comfortable working in ambiguity, and high action orientation, and invigorated by change.
Effective organizational, problem-solving, planning, and analytical skills.
Ability to diagnose problems, identify underlying issues, and effectively resolve the issues.
Effective organizational, problem-solving, planning, and analytical skills.
Ability to effectively facilitate groups to achieve an appropriate outcome.
Proven ability to communicate professionally and tactfully, both orally and in writing.
Ability to compose correspondence and other written materials using clear and concise business English.
Ability to work independently and cooperatively both within the UBC community and with external stakeholders.
Ability to effectively manage multiple tasks and priorities.
Ability to maintain accuracy and attention to detail.
Ability to exercise judgment, tact, discretion, and diplomacy.
Ability to adapt to changing priorities, set work priorities, work under pressure, and meet deadlines within allocated time and resources.
Ability to mentor and coach staff, establish standards and goals, evaluate performance, provide feedback, and take corrective action.