Administrative Coordinator

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Coordinator

Department

OCIO | Administration, AVP

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

September 6, 2026

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

Job End Date

September 30, 2027

 

 

 

 

This is a 1-year term position with possibility of an extension

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 high-level, confidential, administrative and coordinator support to members of the Senior Leadership Team (SLT) within the Office of the CIO (OCIO). This includes providing logistical support to SLT; managing demanding calendars; accommodating change requests, redirecting and/or resolving inquiries and issues as appropriate; coordinating logistics for departmental meetings, workshops, activities and events; providing meeting support and taking minutes; booking travel arrangements; reconciling expenses; updating administrative procedures; maintaining resource databases; records management; and providing administrative and coordination support on projects that support OCIO/UBC IT as assigned by SLT.

This position requires working knowledge of the activities of the Office of the CIO, a flexible approach, tact, discretion, good judgment, initiative, organization, the ability to meet deadlines and work in a complex, changing environment both independently and cooperatively. This is a fast paced, dynamic, high-performance team environment. This position must be able to foster and facilitate effective working relationships with units within the department and across the University community, and apply knowledge of the University s policies and procedures and departmental functions to the work performed.

Organizational Status

Reports to the Manager, Admin Support, OCIO, while supporting members of the Senior Leadership Team. Works collaboratively with other OCIO and UBC IT staff, the broader University community and with third party organizations.

Work Performed

Executive Team Support

• Provides scheduling and logistical support to members of SLT in support of group meetings, optimizing utilization of available times, prioritizes requests, negotiates and resolves scheduling conflicts. Exercises tact, diplomacy and discretion in prioritizing, declining or redirecting requests. Adapts appropriately to changing requirements and keeps SLT informed about schedules. Responds to email, telephone, and in-person inquiries from internal staff, UBC units, and external contacts relating to SLT meetings schedules.
• Coordinates meetings and provides oversight as required including scheduling, distributing agendas and meeting materials, booking rooms, catering, audio-visual requirements, providing onsite meeting support if needed, meeting summaries, and ensuring follow up actions are communicated. Anticipates information needs and organizes appropriate materials for meetings, conferences or interviews.
• Coordinates travel arrangements for SLT members, including accommodation, transportation, and travel logistics.
• Prepares, reconciles and submits monthly expenses; maintains expense filing system.
• Assists SLT with recruitment by coordinating job postings, scheduling interviews, booking meeting rooms, managing the collection of resumes and the completion of paperwork related to recruitment process. Assists with the coordination of new employee onboarding, workstation, systems access and set-up, etc.
• Supports the review, streamlining and updating of administrative processes and procedures.
• Provides general administrative support and completes ad hoc tasks and special projects that support OCIO/UBC IT.
   

Meetings and Events

• Under the direction of the Manager, Admin Support, performs tasks related to the coordination and organization of departmental staff meetings, events, campus tours, workshops and employee recognition activities, including coordination of logistics, venue/room bookings, audiovisual support, catering, onsite activities, invitations, registration, preparation of agendas and schedules, staff communications, budgets, onsite set-up and tear-down.
• Maintains documentation, schedules and project plans; upon completion contributes to meeting and event debriefs and preparation of reports containing evaluation data and recommendations for continuous process improvements.
• Creates and maintains vendor and event space databases and contact directories.
• Develops and maintains an active network of internal and external contacts in support of OCIO/UBC IT events and activities.
   

Administration

• Performs general administrative duties in support of SLT, including receiving guests at the office, responding to in-person, telephone and email inquiries, and providing general office support.
• Prepares and maintains a variety of administrative documents, spreadsheets and forms; maintains filing systems and archival procedures.
• Creates and maintains databases and directories.
• Proposes recommendations for the continuous improvement of administrative processes and procedures.
• Reviews and updates IT Sharepoint site content.
• Provides departmental support where necessary to cover additional workloads and serves as a back-up to other administrative staff during various leaves.
• Where necessary, in consultation with the Manager, Admin Support, triages, redirects, and tracks incoming and outgoing correspondence.
• Research, prioritizes and determines appropriate course of action, referral or response on matters identified by Manager, Admin Support and SLT.
• Performs other related duties and tasks as required and as delegated by the Manager, Admin Support and members of SLT.

Consequence of Error/Judgement
Work is performed within authorized prescribed limits and/or an approved plan. Exercises initiative and judgment in developing processes, scheduling priorities, and coordinating and maintaining administrative routines which require input from various sources. Job tasks are governed generally by broad instructions, objectives, and policies, usually involving frequently changing conditions and priorities. This position is expected to perform professionally and make sound decisions. This position may have access to information which is governed by the Freedom of Information and Protection of Privacy Act (FIPPA) and/or by the Personal Health Information Access and Protection of Privacy Act, so must make informed decisions and use sound judgement regarding the handling (collection, use and disclosure) of confidential information.

Supervision Received
Reports to and works under the direction of the Manager, Admin Support, OCIO. Works closely with and takes direction from members of the SLT. Performs familiar duties independently and in accordance with established procedures. Consults with the Manager, Admin Support, OCIO regarding new and/or complex matters.

Supervision Given
This position is not responsible for the supervision of others.

Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

- 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

-Training in administrative secretarial skills and training in office procedures and practices preferred. -Must have intermediate level skills in internet applications and tools and Microsoft Office programs including Outlook, Word, Excel, and PowerPoint. Experience with SharePoint, videoconferencing, preferred.

-Ability to type 60 wpm and to operate the normal range of other office equipment.

-Previous experience with complex, high, volume calendar management and providing executive support to a number of individuals is required.

-Strong ability to accurately maintain calendars, reconcile scheduling conflicts, coordinate meetings, and schedule the day s activities appropriately.

-Proven administrative and event coordination experience working in a large, complex organization.

-Strong organizational skills and ability to effectively manage multiple tasks, meetings, and priorities simultaneously.

-Ability to prioritize work, work under pressure, and meet deadlines in a fast-paced environment.

-Ability to effectively and professionally adapt and respond to changes and concurrent and often conflicting, priorities.

-Ability to determine the nature and urgency of inquiries and issues and triage appropriately.

-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 take and transcribe accurate meeting minutes.

-Ability to gather, record, and organize information.

-Ability to be thorough and maintain accuracy and high level of attention to detail.

-Ability to take initiative on a daily basis.

-Ability to exercise judgment, tact, diplomacy and discretion with confidential matters.

-Ability to develop and maintain cooperative, productive and supportive working relationships with colleagues, members of the UBC community, and with external stakeholders.

-Ability to work both independently and participate as an effective member in a team environment.

-Ability to apply knowledge of University policies and procedures to work performed.