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University of British Columbia

Administrative Coordinator

Williams Lake, BC, Canada
BOFF | Alex Fraser Research Forest (AFRFT), Canada

$4,756.11 to $5,802.73 CAD / month · Part-time

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Job details

Pay: $4,756.11 to $5,802.73 CAD / month
Job type: Part-time
Apply by: Nov 21, 2026
Posting language: English
Posted: Oct 30, 2026

Original 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 scheduling conflicts and administrative issues within established operational requirements.

Coordinates HR and payroll processes, including recruitment, onboarding, employee documentation, training records and leave administration. Interprets and applies University financial and HR procedures within the position’s scope, provides guidance on Workday processes and works with the appropriate University offices to resolve administrative issues.

Coordinates logistics and administrative support for field schools, workshops, training programs, tours, events and meetings.

Compiles and analyzes administrative information and prepares reports, presentations, spreadsheets and correspondence. Maintains databases, websites, contact lists and communication materials, ensuring information is accurate and current.

Provides guidance and training to student employees and temporary staff on administrative procedures and work requirements.

Assists with emergency preparedness, certification, planning and response in accordance with University, Faculty and Forest Safety Council requirements

Serves as the UBC Joint Occupational Health and Safety Committee (JOHSC) representative for the unit.

Performs other related duties as required.

Consequence of Error/Judgement
The position is responsible for coordinating operational, financial, HR and administrative activities that support the AFRF. Errors in judgment, financial administration, records management, contract administration, or communications could result in financial loss, operational disruption, non-compliance with University policies, reputational damage, delays in program delivery, or impacts to client and stakeholder relationships.

Supervision Received
Works independently under broad direction, exercising judgment in determining administrative methods, organizing priorities and resolving problems within University policies, established operational requirements and delegated authority.

Supervision Given
May provide work direction to student employees, temporary staff, volunteers, and visitors regarding administrative procedures and office practices.

Minimum Qualifications
High school graduation, plus 2 years of post-secondary education, plus 4 years of related experience; or an equivalent combination of education and experience; or an equivalent combination of education and experience. Ability to exercise a high level of tact and discretion in internal and external contact work, and the ability to independently apply a broad knowledge of policies and procedures. Ability to draft complex correspondence for signature, and write reports in clear concise business English. Ability to supervise, establish standards of performance and resolve work problems.

- 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

Experience with providing administrative support in a complex organizational environment.
Experience with financial administration, bookkeeping, accounts payable/receivable, and budget tracking.
Experience coordinating meetings, events, training programs, or educational activities.
Minimum 3 years of experience in workplace safety, risk management, compliance or related field.
Experience conducting safety inspections, audits, and risk assessments.
Knowledge of University administrative and financial procedures is an asset.
Knowledge of JOHSC regulations and applicable federal, provincial, and local safety requirements.
Strong organizational skills with the ability to manage multiple priorities and deadlines.
Excellent customer service, interpersonal, and communication skills.
Demonstrated attention to detail and accuracy in data entry, financial processing, and records management.
Ability to handle confidential and sensitive information with discretion.
Ability to work independently and as part of a team.
Class 5 Driver's Licence is an asset.
Level I First Aid Certificate.
Knowledge of the BC Forest Safety Council and completion of auditor training.
Willingness to acquire and maintain FoodSafe and Serving It Right certifications
Working knowledge of the forest industry preferred.

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More about this job

Responsibilities

The Administrative Coordinator provides comprehensive administrative, financial, and HR support to the Alex Fraser Research Forest. This role manages daily operations, facility bookings, and emergency response coordination while ensuring compliance with university policies.

Requirements

Candidates must have a high school diploma plus two years of post-secondary education and four years of related experience. Strong organizational, communication, and financial administration skills are required, along with a commitment to equity, diversity, and inclusion.

Skills

Administrative support
Financial administration
Human resources
Records management
Budget planning
Customer service
Emergency response
Workday
Safety compliance
Risk management
Event coordination
Data entry
Communication
Organizational skills
First aid
Office management

Visa sponsorship

Not detected in the job text

Keywords

Administrative Coordinator
Research Forest
Financial Administration
Human Resources
Workday
Records Management
Emergency Preparedness
JOHSC
Occupational Health and Safety
Facility Management
Budget Planning
Accounts Payable
Accounts Receivable
Risk Management
Compliance
First Aid
Forestry
Logistics
Event Coordination
Customer Service
Administrative Procedures
Payroll
Vendor Contracts
Site Operations
University Administration

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