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Added 20 mins ago
MB
Inventory Coordinator
Martin Brower UK and Ireland
Baie-D'Urfé, QC
- Full-time
Our recruitment process may utilize artificial intelligence (AI)-enabled tools, such as virtual assistant, to support candidates in exploring job opportunities, initiating applications, and…
Added 20 mins ago
VB
Admin Assistant II
Vale Base Metals
Toronto, ON
- Full-time
We are currently seeking an Adm Assistant II to join our Corporate Office team in Toronto, ON
Added 20 mins ago
A
Retail Assistant Store Manager - Richmond, 2023, BC, Canada
adidas
Vancouver, BC
- Full-time
Flawlessly executing store operations when responsible for product flow to and from sales floor and/or cashier procedures.
Added 35 mins ago
NS
Scheduling Advisor - Staffing Office
Nova Scotia Health Authority
Halifax, NS
- Full-time
Reporting to the Scheduling Operations Manager, and working in collaboration with the Assistant Manager, the Scheduling Advisor supports the scheduling team and is responsible for…
Added 35 mins ago
LC
Pharmacy Assistant, Hourly Part Time Day
Loblaw Companies Limited
Toronto, ON
- Part-time
…of pharmacy services and participate in the maintenance and operations of the Pharmacy as described by the Pharmacy Standards of Practice, and to provide superior, timely, and pleasant…
Added 35 mins ago
OT
Restaurant Assistant Manager
One Therapy Network
Victoria, BC
- Full-time
The Assistant Manager works with the Manager to supervise overall shift and daily operations. This includes operating the restaurant according to A&W Standards, WorkSafeBC, and…
Added 35 mins ago
TH
SUPERVISEUR 42/78/30
The Home Depot Canada
Moncton, NB
- Full-time
…growth. Department Supervisors work with Store Management, Operations teams and external partners to gain the knowledge and support needed to successfully meet the needs of our business and…
Added 35 mins ago
TH
Department Supervisor Full Time (BARRIE)
The Home Depot Canada
Barrie, ON
- Full-time
…growth. Department Supervisors work with Store Management, Operations teams and external partners to gain the knowledge and support needed to successfully meet the needs of our business and…
Added 35 mins ago
A
Assistant Manager, Merchandise Planning
adidas
Woodbridge, ON
- Full-time
Assistant Manager, Merchandise Planning provides financial guidance to Canada retail buying teams to meet or exceed sales and target KPIs. Assist with the development of seasonal plans,…
Added 35 mins ago
PA
Assistant Team Leader
Princess Auto Ltd.
Grande Prairie, AB
- Full-time
As an Assistant Store Leader at Princess Auto you will help create a fun, safe and unique shopping experience for our customers. We call it Royal Service. You will typically spend your day…
Added 35 mins ago
SM
Clinical Coordinator – Langley (Walnut Grove),BC
Snore MD
Langley (District), BC · Walnut Grove, BC
- Full-time
Keep Us Moving: Oversee clinic operations, including inventory management and processing sleep test equipment
Added 35 mins ago
OT
Restaurant Assistant Manager
One Therapy Network
Kamloops, BC
- Full-time
The Assistant Manager works with the Manager to supervise overall shift and daily operations. This includes operating the restaurant according to A&W Standards, WorkSafeBC, and…
Added 35 mins ago
VI
Office Manager
Verge Immigration Services Inc. | Licensed Foreign Worker Recruiters in Canada
Winnipeg, MB
- Full-time
…their files. You will also guide and support our administrative assistant. All immigration advice is provided by the RCIC, so this role is focused on organization, communication and client…
Added 50 mins ago
S
Full Time Assistant Meat Manager - Hillside Location
Sobeys
Victoria, BC
- Full-time
Reporting to the Meat Department Manager, you will assist in managing the daily operations of the Department while providing outstanding service to our customers.
Added 51 mins ago
SD
Pharmacy Assistant, Hourly Full Time Day
Shoppers Drug Mart
Winnipeg, MB
- Full-time
…of pharmacy services and participate in the maintenance and operations of the Pharmacy as described by the Pharmacy Standards of Practice, and to provide superior, timely, and pleasant…
Added 51 mins ago
SD
Pharmacy Assistant, Hourly Part Time Day Greenlight Requisition
Shoppers Drug Mart
Wasaga Beach, ON
- Part-time
…of pharmacy services and participate in the maintenance and operations of the Pharmacy as described by the Pharmacy Standards of Practice, and to provide superior, timely, and pleasant…
Added 51 mins ago
EL
Store Manager Store Manager
Estée Lauder Companies
Vancouver, BC
- Full-time
Proven retail management/assistant retail management experience preferably within cosmetics
Added 51 mins ago
V
Admin Assistant II
Vale
Canada
- Full-time
We are currently seeking an Adm Assistant II to join our Corporate Office team in Toronto, ON
Added 1 hour ago
M
Customer Assistant - Online
Morrisons
Perth Road, ON
- Full-time
Added 1 hour ago
RC
Assistant Manager
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Belleville, ON
- Full-time
The Assistant Manager is a full-time, on-site leadership role at our Belleville location. You’ll partner closely with the Site Manager to run day-to-day operations, lead and develop your…
Added 1 hour ago
TH
SUPERVISEUR 26/27
The Home Depot Canada
Barrie, ON
- Full-time
…growth. Department Supervisors work with Store Management, Operations teams and external partners to gain the knowledge and support needed to successfully meet the needs of our business and…
Added 1 hour ago
WC
Pharmacy Assistant
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Toronto, ON
- Full-time
Position Summary...The Pharmacy Assistant assists the Pharmacist in the technical aspects of prescription filling and administrative duties in order to increase the Pharmacist's opportunity…
Added 1 hour ago
RF
Store Assistant Manager (Barrie)
Real Fruit Bubble Tea
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- Full-time
· Assist in store operations by preparing ingredients, maintaining inventory levels, ensuring cleanliness, and any ad hoc tasks.
Added 1 hour ago
TS
Front Line Worker (Part-Time – Contract)
The Salvation Army in Canada
Toronto, ON
- Part-time
Indirectly reports to the Assistant Director and/or the Director
Added 1 hour ago
LG
Administrative Assistant
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- Full-time
As a cornerstone of our dynamic Head Office Team, the Administrative Assistant will be the heartbeat of our daily operations. You will provide exceptional customer service to both the…

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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