Administrative Coordinator at University of British Columbia in Williams Lake, BC

Job description

Job Title Administrative Coordinator Job Category Executive Administrative Staff Job Profile Non Union Salaried - Administrative Assistant 3 Job Family Group Staff - Non Union Department Alex Fraser Research Forests Compensation Range $4,756.11 - $5,802.73 CAD Monthly Job End Date Ongoing Posting End Date November 20, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. 80% part-time position at Williams Lake, BC. Include Cover Letter. 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 Alex Fraser Research Forest (AFRF) is one of two Research Forests operated by the University of British Columbia's Faculty of Forestry and Environmental Stewardship. Located near Williams Lake, BC, the AFRF supports the Faculty's teaching, research, demonstration, extension, and community engagement mandate while managing a large working forest and the UBC AFRF research station. Additionally, the 55-acre facility offers accommodations, venue rentals, and youth programming. Because of the size of operations, AFRF is managed with a small, close-knit team of individuals who are responsible for a large diversity of tasks. The Administrative Coordinator provides administrative, financial and human resources (HR) support to AFRF research station and works closely with the Site Manager to support the effective operation of facilities, programs, events, and site activities. The role coordinates administrative processes, financial transactions, records management, communications, scheduling, and customer service activities that enable the research station to meet its teaching, research, extension, and community engagement objectives. The position also supports the Site Manager in emergency response and assist with special and ongoing events and will be on the emergency call-out list in the event of emergencies and utility outages, being available 24/7. Organizational Status Reports to the Site Manager and works closely with the Resident Forester, UBC Faculty of Forestry and Environmental Stewardship (FES) and Malcolm Knapp Research Forest (MKRF) administrative staff. The position liaises with persons at various staff levels within the University community on a regular basis as well as external organizations, including log buyers, consulting firms, researchers, tenants, and contractors Work Performed Coordinates day-to-day administrative operations across the AFRF, establishes administrative work priorities and resolves issues across financial, HR, facilities and program support functions. Develops and implements administrative procedures, workflows and records management systems. Serves as the primary administrative contact for faculty, staff, students, researchers, contractors and visitors, providing information and guidance and coordinating responses to administrative matters. Coordinates financial administration, including invoices, purchase orders, expense claims, deposits and Visa card reconciliation. Monitors and reconciles revenue, expenditures and commitments across consulting, harvesting operations, sponsored research, silviculture obligations, facility rentals, program registrations and major projects. Investigates discrepancies between internal accounting records and Workday and prepares financial information and reports to support budget planning and expenditure control. Administers records and processes for licences, caretaker agreements and vendor contracts, ensuring documentation is accurate and complete and coordinating approvals, renewals and the resolution of administrative issues. Coordinates facility bookings, accommodations, site access and maintenance requests, resolving sch