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.

This position provides advanced administrative, clerical, or executive assistant support to UBC departments located on Point Grey Campus, Robson Square, or several hospital sites. Employees are hired by UBC Hiring Solutions and are assigned to different UBC departments usually on a full-time basis to fill various administrative and clerical-based positions.

Employees are placed based on availability, qualifications, and abilities and our placements can vary from a few days to months depending on the needs of our clients.  Our employees are usually working full-time on back-to-back placements and if eligible, can join the generous UBC benefits package after passing their probationary period.  We provide our employees with the opportunity to work all over the campus and gain valuable work experience at UBC.

Please note that we give priority to experienced administrators who are available immediately. Also, we are not recruiting for specific positions, but we are looking for service-minded professionals to join our roster.

Organizational Status

Reports to UBC Hiring Solutions Manager or designate. Employees are expected to work closely with their onsite client-departmental supervisor.

Work Performed

Although each assignment will differ in the work performed according to classification, the employee is expected to adhere to the following standards as related to:

Demonstrated service skills required:

• Provides respectful, tactful, fair, and efficient service to a culturally diverse group of clients including students, faculty, staff, colleagues, affiliates, suppliers, and campus visitors.
• Excellent oral and written communication
• Coordinates and executes complex administrative tasks related to meetings and events bookings, travel arrangements.
• Performs financial duties such as reconciling journal vouchers, and processing expenses, credit card payments, and travel requisitions.
• Interacts with co-workers, clients/customers in a pleasant, courteous manner.
• Listens effectively and empathetically.
• Clarifies and assesses what is being asked.
• Defuses situations by remaining in emotional control when co-workers, clients/customers/suppliers are anxious, frustrated or angry.
• Responds concisely with grammatical accuracy in writing to email inquiries and correspondence.
• Provides timely service with minimum supervision.
• Works effectively during high-volume placements.
• Works co-operatively within a departmental team.
• Is well organized and able to multitask in a fast-paced environment.
• Works effectively under pressure.
• Works independently with a high degree of accuracy.
• Enters data efficiently and accurately.
• Enters, edits, and manipulates data in relevant information systems, requiring data manipulation processes of a complex nature.
• Responsible for the maintenance of office supplies, including inventory, ordering, and purchasing.
• Any other administrative duties required by the department to meet the operational needs.
• 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.

 Other requirements:

• Follows all UBC Hiring Solutions policies as outlined in the orientation material with particular, adherence to procedures as they relate to timesheet submission, reporting sick time, and vacation requests.
• Exercises tact, judgment, and sensitivity to the departmental environment; conforms and adapts to the established standards of conduct.
• At the outset of each placement, requests the following information from the department:
• Information concerning hours of work and appropriate break times.
• Their policies concerning the personal use of e-mail and the Internet.
• The departmental reporting structure and procedures as they relate to the placement.
• The department's dress code and scent-free policy.
• Immediately communicates to UBC Hiring Solutions any concerns that may impede the successful completion of the placement.
• Advises UBC Hiring Solutions of any reason for absence, tardiness, or any other reason that would affect their ability to complete the hours as set out by the department.
• Makes every effort to maintain and upgrade their office skills through the resources provided by UBC Hiring Solutions and the University.

Supervision Received

Will vary depending on the classification and placement. 

Supervision Given

Will vary depending on the classification and placement.

Consequence of Error/Judgment

Failure to provide service that meets these standards affects the integrity of UBC Hiring Solutions and/or the University. 

Minimum Qualifications

• High school graduation, plus two 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

• University undergraduate degree in a related field.
• Additional training in office procedures and practices.
• Three plus years of recent administrative experience in a professional office environment OR one year of administrative experience using Workday in a post-secondary setting.
• Ability to effectively manage multiple tasks and priorities.
• Ability to exercise tact, discretion, and judgment required.
• Proven ability to be flexible, confident, and self-motivated.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to analyze problems, identify key information and issues, and effectively resolve them.
• Ability to maintain accuracy and attention to detail. Effective oral and written communication skills.
• Proven ability to work in a team and collaborate with others. 

More Information 

The average pay range is between $22.03 - $27.00 per hour (depending on the position you are placed into).

Due to the high volume of applications we receive, we regret that we will contact only those applicants who have been shortlisted.

If you have already applied to Hiring Solutions in the past 6 months, please do not apply again.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.