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Added 2 mins ago
UO
Administrative Assistant, HR Students & Facilities
University of British Columbia
Vancouver, BC · UBCV | Liu Institute for Global Issues (LIU)
- $4,719 to $4,960 CAD / month
- Full-time
…relevant information is provided; communicates with Building Operations to ensure that projects are carried through to…
Added 18 mins ago
Tax Administrator, Scotiatrust - Ottawa, ON
Scotiabank
Ottawa, ON
Actively pursues effective and efficient operations of his/her respective areas, while ensuring thorough knowledge of, and strict adherence to, the Bank’s Global Sales Practices, ensuring…
Added 18 mins ago
HS
Human Resources Generalist
Hercules SLR
NS · Dartmouth, NS
- Full-time
…to be a trusted HR partner to managers across our national operations, help navigate real workplace challenges, and contribute to how we support and develop our people. If you're someone…
Added 18 mins ago
B
Facility Manager III
BGIS
Mississauga, ON
- Full-time
Creates presentations for client consumption showcasing trends & providing valued insights and recommendations that support the operations of a first-class facility.
Added 18 mins ago
ES
Office Administrator & Accounting Specialist
Engineering Search Firm Inc.
Toronto, ON · North York, ON
- $65,000 to $85,000 CAD / year
- Full-time
An established property management organization is seeking a detail-oriented and highly organized Office Administrator & Accounting Specialist to support its daily administrative,…
Added 18 mins ago
B
Sales Administrator Vancouver - Holt Renfrew
Bvlgari
Vancouver, BC
- Full-time
As a Sales Administrator, you are pivotal in streamlining the backend operations that bolster our sales endeavors. Stationed at the crossroads of sales support and back-office management,…
Added 1 hour ago
D
Human Resources Project Coordinator
Dexian
Mississauga, ON
- $30 to $40 CAD / hour
- Contract
The client is looking for a highly organized Project Coordinator/Group Administrator with 4+ years of experience to manage department operations, workforce reporting, leadership support,…
Added 1 hour ago
B&
Administrative Assistant
Black & McDonald Limited
Toronto, ON · Scarborough, ON
- Full-time
The Subcontract Administrator is located in Scarborough and typically reports directly to the Subcontract Manager. Their primary focus is assisting in subcontract management under the…
Added 1 hour ago
K
Maintenance Administrator
Keyera
AB · Alberta EnviroFuels Facility
- Full-time
Keyera is seeking an Maintenance Administrator to join our Maintenance and Reliability team at the Alberta EnviroFuels (AEF) facility located in Edmonton, AB.
Added 1 hour ago
IP
Valet Attendant - Pearson Airport - Toronto
Indigo Park Canada
Mississauga, ON
- Full-time
…providing services that go far beyond parking. From on-street operations and digital mobility solutions to last-mile logistics and urban space optimization, we are transforming how cities…
Added 1 hour ago
BE
Field Data Administrator, FT, Calgary, Alberta
Baytex Energy Corp.
Calgary, AB
- Full-time
Baytex is currently seeking a Field Data Administrator to join our Calgary-based team. This role is responsible for supporting production data systems, operational reporting, and…
Added 1 hour ago
PC
Retail IT Systems Administrator
Parkland Corporation
Calgary, AB
- Full-time
We are seeking a well‑rounded Systems Administrator with a strong foundation in Windows systems administration, general Systems Operations, and information security best practices. This…
Added 1 hour ago
S
Senior Construction Advisor- Water
Stantec
Winnipeg, MB
- Full-time
We are seeking a Senior Construction Advisor or Contract Administrator to join our Winnipeg-based Water team. This is an opportunity for a seasoned construction professional with 20+ years…
Added 2 hours ago
R
Oracle Exadata Cloud@Customer (ExaCC) Senior DBA Consultant
Raise
Calgary, AB
- Full-time
Added 2 hours ago
PC
Retail IT Systems Administrator
Parkland Corporation
Calgary, AB
- Full-time
We are seeking a well‑rounded Systems Administrator with a strong foundation in Windows systems administration, general Systems Operations, and information security best practices. This…
Added 2 hours ago
Clinic Administrator
Neighbourly Pharmacy
Barrhead, AB
Neighbourly Pharmacy is looking for a Part-Time Clinic Administrator to join our team at our Pharma Choice Pharmacy & Medical Clinic in Barrhead, Alberta.
Added 2 hours ago
A
Digital Imaging PACS Administrator
Accenture
Mississauga, ON · Montreal, QC
- Full-time
Digital Imaging PACS Administrator Applications Support Coordinator will bring 2+ years of experience in managing applications, with a strong background in managing day-to-day operations,…
Added 2 hours ago
MD
Information Technology Specialist 5 - Unified Communications & Collaboration Architect
Minnesota Direct Care and Treatment
Saint-Paul, NB · St.-Paul, NB
- Full-time
Division/Unit: TRA Information Technology / TRA Technology Operations (TechOps)
Added 2 hours ago
BR
Administrateur(trice) de location et de site / Leasing & Site Administrator
BGO Real Estate
Laval, QC
- Full-time
Nous recherchons une personne fiable et organisée pour soutenir les opérations quotidiennes de notre propriété résidentielle. Nos responsabilités incluent la gestion des tâches…
Added 2 hours ago
TC
Senior Database Administrator (Oracle Application DBA / AWS Cloud)
Tata Consultancy Services
Toronto, ON
- $115,000 to $130,000 CAD / year
- Full-time
…availability, optimal SQL/PL-SQL performance, and smooth database operations, while helping drive our database modernization and cloud migration…
Added 3 hours ago
SJ
Temporary MYP and DP English Teacher
St. John's School
Vancouver, BC
- Full-time
- Contract
- Temporary
…assigned to temporarily backfill role(s) critical to the school’s operations and business…
Added 3 hours ago
Network Administrator
Cyclic Materials Inc.
Toronto, ON
Founded in 2021, Cyclic Materials has rapidly become a category leader in rare earth recovery, achieving commercial operations in less than five years. We currently operate facilities in…
Added 3 hours ago
C
SQL Database Administrator
CloudVital
Calgary, AB
- Full-time
Working in Operations and handling Database alerts.
Added 3 hours ago
IS
IT Systems Administrator
INA Solution
Markham, ON
- $65,000 to $75,000 CAD / year
- Full-time
Our client is seeking a hands-on IT Systems Administrator to manage and maintain internal IT systems, network infrastructure, Microsoft 365, and business applications. The ideal candidate…
Added 3 hours ago
KC
Administrative Assistant
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Vancouver, BC
- Full-time
K2 Capital is seeking a proactive, highly organized Executive Assistant & Office Administrator to work directly with our Managing Director and keep day-to-day operations running smoothly.

University of British Columbia

Undergraduate Programs Assistant

Kelowna, BC, Canada
UBCO | Science Building (SCI), Canada

$4,981 to $5,713 CAD / month · Full-time

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Job details

Pay: $4,981 to $5,713 CAD / month
Job type: Full-time
Apply by: Nov 10, 2026
Posting language: English
Posted: Oct 29, 2026

Original job description

Job Title

Undergraduate Programs Assistant

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant IV

Job Family Group

Staff - Union

Department

UBCO | Administrative Support | Departments of Computer Science & Math, Physics, Statistics | Irving K. Barber Faculty of Science

Compensation Range

$4,981.00 - $5,713.00 CAD Monthly

Job End Date

Ongoing

Posting End Date

November 9, 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

This position will provide student, faculty and financial related administrative support to the Department Head(s), faculty and staff in the Departments of Computer Science and Physics, Mathematics and Statistics. This includes assisting with the education plan and timetabling; student registration and hiring, and assisting with departmental financial processes. This position exercises initiative and judgment to assess and respond to issues and to resolve administrative problems, works effectively using database and web-based programs and performs general routine office procedures.

Organizational Status
This position reports to the Department Manager, with a dotted-line report to the Head(s) of Department. This position interacts with students, staff, faculty members, Enrolment Services, Student Development and Advising, Human Resources, Finance Operations, Facilities Management and other faculties and schools administration.

Work Performed

Education Plan, Course Scheduling and Registration

Assists with the Departments' Education Plan, timetabling, and scheduling processes
Maintains the Departments' Education Plan by performing data entry at Department Heads' direction • Drafts the Summer timetable for the Department Heads' review/approval
Inputs the Education Plan (exclusive of Professional Programs) into the Web Data Collector (WDC) for the Winter and Summer sessions
Collects and inputs instructor availabilities in WDC
Programs course Modes of Delivery (MOD) and subsequent changes in Workday; communicates changes to students and Faculty contacts as applicable; requests room removals
Works directly with the Lab Manager (Physics/Astronomy) to determine lab schedules in Department restricted space for WDC entry
Assists the Department Head(s) with annual Degree Pathway reviews; communicates Degree Pathway changes to Academic Scheduling/Enrolment Services
Collects feedback from the Associate Heads, Program Advisors, and Faculty for the Department Heads' review/approval regarding course scheduling rules, course conflicts/issues, and instructor availabilities during the scheduling process; submits and tracks required changes to Enrolment Services
Attends meetings with Enrolment Services and impacted discipline Associate Heads for course conflict resolution and scheduling of unscheduled sections
Manages course scheduling by adding and removing course sections (lectures, labs, tutorials and/or seminars) as required in accordance with established guidelines. This involves close monitoring of enrolment and waitlists of courses, reporting course demands to the Department Head, and rescheduling sections into appropriate rooms while minimizing student registration impact (due to size, facilities and timetable conflict).
Submits scheduling requests pre- and post-schedule as approved by the Department Head (course addition, course cancellation, section addition, room change, time change, instructor addition/removal)
Assists with student registration; records and communicates appropriate changes to student records in the Workday
Notifies students of course expansions or cancellations inclusive of new lectures, labs, tutorials and/or seminars as applicable
Assists with prerequisite and corequisite course checks; reviews and sends missing activity notices in accordance with established guidelines; reviews conflicted registrations and contacts applicable Faculty administration in accordance with Department and Faculty policy; notifies students as required before the add/drop date each term based on established guidelines
Assists with processing prerequisite waiver and corequisite waiver requests; registers approved students to appropriate sections; updates student records with applicable approval or denial notations
Assists with processing XMT approvals and registers students to appropriate XMT sections

Administrative and Department Financial Process Support

Assists with Sessional recruitment and hire processes; creates and communicates sessional advertisements to Faculty administrator for posting at the Department Heads' direction; collects applications for review and appointment; ensures instructor course Canvas access and attachment in Workday
Manages the administration and hiring processes of all undergraduate student hires inclusive of Undergraduate Teaching Assistants (UTA), Undergraduate Academic Assistants (UAA), Markers, and Work Study/Work Learn students
Collects, records, uploads, files and/or appropriately disposes of all confidential documents required for student hires (personal data, study permits, SIN numbers)
Provides Workday set-up information to student employees (IDs)
Prepares and posts Qualtrics Teaching Assistant applications for the Department Heads' approval; tracks undergraduate appointments and hire processes in coordination with the TA Coordinator and Associate Heads Undergraduate
Responds to inquiries from students, faculty members, staff, other UBC departments and the general public
Initiates and processes requisitions for payment/expenses
Reconciles a department VISA card
Reconciles financial expenses for Department staff or faculty, if delegated by that individual

Performs other related duties as required, including assisting the other Department Assistants as needed and provides coverage while the other Department Assistants are away.

Consequence of Error/Judgement
This position has access to confidential correspondence, final exams, financial and academic records, and personal information for students, staff and faculty. Poor judgement or errors in processing confidential materials and correspondences could have an adverse effect on the work of the Department Head. Access to this wide range of information requires the employee to exercise judgment in maintaining the confidentiality of the information. A breach of privacy and policy may have serious financial implications to the University. Must be able to exercise a great deal of judgment and initiative in dealing with administrative matters where there are no established policies, procedures or guidelines.

Supervision Received
This position works under the direct supervision of the Department Manager, with a dotted-line report to the Heads of Department. This position carries out familiar phases of work independently and in accordance with established procedures; however, is expected to be able to take initiated, problem-solve, determine course of action and then follow through independently without supervision.

Supervision Given
The position is not responsible for the supervision of others.

Minimum Qualifications

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

Undergraduate degree in a relevant discipline.
Over three years of related experience or an equivalent combination of education and experience.
Experience in a university setting providing administrative assistance to executives is preferred.
Intermediate proficiency in MS Office software which includes Word, Excel, Access, Publisher, Outlook and PowerPoint. Must have knowledge of Adobe PDF.
Knowledge of University policies and procedures is an asset.
Able to maintain accuracy and attention to detail.
Excellent oral and written communication skills.
Able to effectively manage multiple tasks and priorities.
Excellent organizational skills are required.
Able to ensure efficient records management procedures and practices required.
Able to take and transcribe accurate minutes and able to perform word processing at 60 words per minute.
Able to prioritize work, multi-task and work under pressure to meet deadlines in a hectic environment.
Able to deal with a diversity of people in a calm, courteous, and effective manner.
Able to exercise confidentiality, sensitivity, tact, and discretion.
Able to work both independently and within a team environment.

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More about this job

Responsibilities

This position provides administrative support for student, faculty, and financial processes within the Departments of Computer Science, Physics, Mathematics, and Statistics. Key tasks include managing course scheduling, assisting with student registration, and coordinating hiring processes for student employees.

Requirements

The role requires an undergraduate degree in a relevant discipline and over three years of related administrative experience. Candidates must possess intermediate proficiency in MS Office and demonstrate excellent organizational and communication skills.

Skills

Administrative support
Data entry
Course scheduling
Student registration
Financial processes
Workday
MS Office
Records management
Communication
Organizational skills
Time management
Confidentiality
Problem solving
Attention to detail
Transcription

Visa sponsorship

Not detected in the job text

Keywords

Administrative Assistant
University
Education Plan
Timetabling
Workday
Student Records
Financial Reconciliations
Sessional Recruitment
Teaching Assistants
Qualtrics
Canvas
Records Management
Scheduling
Academic Support
Data Entry
MS Office
Adobe PDF
Equity
Diversity
Inclusion

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