Administrative Assistant, HR Students & Facilities

Job Title

Administrative Assistant, HR Students & Facilities

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Family Group

Staff - Union

Department

Administrative Support | School of Public Policy and Global Affairs

Compensation Range

$4,719.00 - $4,960.00 CAD Monthly

Job End Date

Ongoing

Posting End Date

November 6, 2026

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

 

 

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 School of Public Policy and Global Affairs (SPPGA) is a leading centre for innovation in governance and global public policy. The School is home to the Liu Institute for Global Issues (LIU), the Centre for the Study of Democratic Institutions (CSDI), the Office of Regional and International Community Engagement (ORICE), the Pacific Affairs journal, and the Institute of Asian Research (IAR) which includes 5 distinct research centres focusing on Southeast Asia, India and South Asia, China, Korea, and Japan.

 

The SPPGA’s flagship academic program, the Master of Public Policy and Global Affairs (MPPGA), is a professional global public policy program. The School also provides program management, student advising, and administrative support for faculty research, special projects and initiatives, and hosts many high profile events annually. 

 

The Administrative Assistant, HR Students & Facilities provides administrative services across the School of Public Policy and Global Affairs, including human resources, facilities, events, and general administration support.

Organizational Status
Reports directly to the Manager, Administration. Works closely with other staff as a member of the SPPGA Administration Team.

Work Performed

 

Human Resources Support

• Coordinates complex processes, such as office administration procedures, appointing student workers, and providing confidential administrative support to the School.
• Coordinates all student appointments for the School; communicates with student employees; collects information and coordinates appointment documents, prepares offers letters and processes appointments.
• Researches and provides information regarding UBC student appointment policies and procedures to staff and faculty; resolves complex student appointment issues relating to position funding, employment eligibility and work permits, consulting with the Manager, Administration as needed. Liaises with UBC Integrated Service Centre (ISC) to resolve human resource and payroll related errors and corrections, as required.
• Enters, edits, and manipulates data in relevant information systems, requiring data manipulation processes of a complex nature.
• Coordinates the School’s Work Learn Student hiring program by soliciting applications from staff and faculty, providing information and guidance on Work Lean program policies and procedures, assisting with the classification of positions, and submitting proposals for review.
• Works with relevant hiring managers to coordinate departmental onboarding/offboarding for faculty, staff, and student employees; participates in the development of procedures and materials including orientation and training activities.
• Coordinates complex and confidential inquiries, requiring discernment, discretion, accuracy, and professionalism.

 

Facilities Management Support

• Coordinates a wide range of complex public events, and internal department events including conferences, visiting speakers, and alumni reunions. Coordinates day of event set up and take down and actively problem solves any issues that arise during event coordination and implementation.
• Coordinates and oversees facilities management activities for the Liu Institute and C.K. Choi buildings including A/V maintenance and operation, building maintenance, and building security arrangements.
• Coordinates all facilities related requests including repairs, renovations, and trouble calls; liaises with staff and faculty to understand needs and determine appropriate actions; makes recommendations on requested improvements; prepares and tracks service requests ensuring that all relevant information is provided; communicates with Building Operations to ensure that projects are carried through to completion.
• Provides support related to the School’s Audio/Video systems, including system update and maintenance, providing on-site troubleshooting and support for event and meeting organizers, and developing resources and materials for effective equipment usage. Acts as main point of contact for troubleshooting and supporting AV requests.
• Coordinates and monitors access to building and office entry via the ACMS and key request systems; periodically reviews building and office access reports to ensure that user access is updated and removed as needed.
• Assists with the planning of and makes recommendations to the Manager, Administration on the allocation of office space for staff, faculty, students and visitors; coordinates office moves and furniture relocations across both the Liu & C.K. Choi buildings.
• Performs regular inspections of all buildings and facilities reporting any deficiencies or custodial concerns to the Manager, Administration.
• Ensures that all classrooms and event spaces are appropriately configured and set-up for scheduled classes and activities; performs occasional physical handling and movement of furniture and equipment to support room configurations; maintains storage rooms including the School’s inventory of furniture, supplies, and equipment.
• Coordinates all administrative duties related to the rental spaces in both the Liu and C.K. Choi buildings including overseeing the scheduling of all event bookings, preparing rental contracts and other documentation, tracking and collecting payment from clients, communicating and maintaining client relationships, disseminating information as required to SPPGA staff, faculty, and rental clients, and resolving client and event booking problems, consulting with the Manager, Administration on complex issues.
• Reviews, evaluates, and determines the suitability of event booking requests in the rental spaces of the Liu Institute and C.K. Choi buildings based on established policies and procedures,  and knowledge of SPPGA’s classroom and event space needs.
• Participates in the development of rental guidelines, policies, and contracts including researching rental practices, identifying improvements, and recommending strategies for advertising rental spaces and maximizing rental income.
• Creates a warm, friendly, and engaging environment in both Liu Institute and C.K. Choi buildings; actively seeking to maintain and improve space design, systems, and supports to ensure quality events, programming and general space usage.

General Administration

• Participates in the development of departmental systems, policies, and procedures; develops and updates forms and manuals; makes recommendations to improve the efficiency and effectiveness of the School’s human resources and facilities management processes.
• Contributes relevant content to the School’s AIR (Arts Internal Resources) site and develops resources for faculty, staff, and students.
• Responsible for reception duties such as the daily opening and closing of the SPPGA administrative office, on-site administrative support for faculty, staff, and students, and the professional image of the reception area.
• Monitors shared email accounts and voicemail; coordinates inbound and outbound mail and courier packages; updates office signage, phone lists, staff directories, and email listservs; maintains and orders office supplies as needed.
• Administers accounts for office printers, creating new user profiles and assisting users with printing access and setup.
• Acts as department voice administrator, coordinating changes to telephone and voicemail settings for faculty and staff.
• Responds to telephone, email, and in-person inquiries from School faculty, staff, students, and walk-in visitors, redirecting to other staff members as appropriate.
• Works closely with the Manager, Events and Program Development and Events team to support School events through day-of assistance, as required; support Events team through backup monitoring of Events inbox.
• Participates and support department Records Management processes, ensuring records are properly maintained and disposed of according to UBC Policy.
• Provides basic program information to prospective MPPGA students and screens before referring to the MPPGA program team.
• Supports the Manager, Administration with compiling documentation and materials for various administrative processes, assists with note and minute taking for department meetings, and coordinates office related administrative tasks.
• Undertakes special projects as assigned by the Manager, Administration. Provides coverage for other administrative positions when required.
• Performs other related duties consistent with the classification and requirements of the position.
  
  

Consequence of Error/Judgement

Makes decisions and exercises judgment independently based upon a thorough knowledge and comprehension of UBC and School policies, procedures, and regulations. Inability to work cooperatively with faculty, staff, students, and visitors would jeopardize the effective provision of programs and services.

 

This position requires accuracy, integrity, and attention to detail. The incumbent must exercise discretion, tact, and sound judgement. Errors in judgment and communication may lead to inefficiency of operations, unmet deadlines, and loss of valuable time and opportunities for faculty and students. Lack of cross- cultural sensitivity in communicating with students and visitors could cause serious misunderstandings and damage the international reputation of School. The School provides academic and administrative services to professional graduate students requiring the incumbent to perform the position duties in a professional and courteous manner. Failure to meet these requirements or poor performance in any of the above duties could result in revenue loss, incorrect financial reporting, miscommunication, inconvenience, and reputational damage to the School.

Supervision Received
This position reports directly to the Manager, Administration, and will receive day-to-day supervision from the Administrative Coordinator, HR Faculty & Finance. It is expected that the incumbent will work within broad objectives and exercise considerable initiative in carrying out the responsibilities of the position. Irregular situations will be handled in consultation with the Manager, Administration.

Supervision Given
May be required to formally train new staff on work procedures and/or oversee the work of students and/or temporary staff.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, 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

• Some experience or background in human resources and/or facilities management is preferred.
• Knowledge of UBC human resources policies and procedures preferred.
• Experience with Workday preferred.
• Ability to accurately gather, organize, summarize, and interpret financial information.
• Ability to type 60 w.p.m. and operate a normal range of office equipment.
• Advanced skill level with Microsoft Outlook, Word, Excel, and PowerPoint, as well as Internet browsers and search engines.
• High level of accuracy and attention to detail.
• Must be able to take initiative, prioritize and work proactively and effectively under pressure to meet deadlines.
• Must be able to exercise sound judgement under pressure and demonstrate initiative in handling matters of a complex and non-routine nature.
• Ability to think creatively and make thoughtful, informed decisions.
• Excellent interpersonal skills.
• Supervisory experience in a unionized environment considered an asset.
• Proven excellence in written and verbal communication is required.
• Must be able to demonstrate cross-cultural sensitivity and deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to exercise a high level of tact, diplomacy and discretion, and treat information on a confidential basis as appropriate.