Administrative Assistant, HR Students & Facilities at University of British Columbia in Vancouver, BC

Job description

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 activiti