Administrative Assistant, HR Students & Facilities

University of British Columbia

About The Position

The Administrative Assistant, HR Students & Facilities provides human resources, facilities, events, and general administrative services across the School of Public Policy and Global Affairs (SPPGA). The position coordinates student appointments and hiring processes, supports onboarding and offboarding, and handles confidential inquiries and human resources and payroll issues. It also coordinates facilities operations, building access, room setup, event spaces, rentals, and audio/video support across the Liu Institute and C.K. Choi buildings. The role contributes to departmental policies, procedures, records management, reception, communications, and general office administration. It responds to inquiries from faculty, staff, students, and visitors, supports School events and prospective MPPGA students, and undertakes special projects. The position reports to the Manager, Administration, receives day-to-day supervision from the Administrative Coordinator, HR Faculty & Finance, and is expected to exercise considerable initiative within broad objectives.

Requirements

High school graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.
Willingness to respect diverse perspectives, including perspectives that conflict with one’s own.
Commitment to enhancing personal awareness, knowledge, and skills related to equity, diversity, and inclusion.
Ability to accurately gather, organize, summarize, and interpret financial information.
Ability to type 60 words per minute and operate a normal range of office equipment.
Advanced skills with Microsoft Outlook, Word, Excel, and PowerPoint, as well as internet browsers and search engines.
High accuracy and attention to detail.
Ability to take initiative, prioritize, and work proactively and effectively under pressure to meet deadlines.
Sound judgment under pressure and initiative in handling complex, non-routine matters.
Ability to think creatively and make thoughtful, informed decisions.
Excellent interpersonal skills.
Excellent written and verbal communication skills.
Cross-cultural sensitivity and ability to work calmly, courteously, and effectively with a diversity of people.
Ability to exercise tact, diplomacy, and discretion, and handle confidential information appropriately.

Nice To Haves

Experience or background in human resources and/or facilities management.
Knowledge of UBC human resources policies and procedures.
Experience with Workday.
Supervisory experience in a unionized environment.

Responsibilities

Coordinate student appointments, including collecting information, preparing offer letters, processing appointments, and communicating with student employees.
Research and share information about UBC student appointment policies and procedures; resolve complex appointment issues involving funding, eligibility, and work permits, consulting with the Manager, Administration when needed.
Liaise with the UBC Integrated Service Centre to address human resources and payroll errors and corrections.
Enter, edit, and manipulate data in relevant information systems.
Coordinate the School’s Work Learn Student hiring program, including soliciting applications, advising on program policies and procedures, assisting with position classification, and submitting proposals for review.
Coordinate onboarding and offboarding for faculty, staff, and student employees, and contribute to related procedures, orientation, and training materials.
Handle complex and confidential inquiries with discretion, accuracy, and professionalism.
Coordinate public and internal events, including conferences, visiting speakers, and alumni reunions; manage event setup and take-down and resolve issues during events.
Coordinate facilities activities for the Liu Institute and C.K. Choi buildings, including A/V, building maintenance, and security arrangements.
Manage facilities requests for repairs, renovations, and other service needs; liaise with staff, faculty, and Building Operations, track requests, and recommend improvements.
Maintain and support School A/V systems, troubleshoot onsite for event and meeting organizers, and develop equipment-use resources.
Coordinate building and office access using ACMS and key request systems, and review access reports to ensure access is updated or removed as needed.
Assist with office-space planning and allocation, coordinate office moves and furniture relocations, inspect buildings, and report deficiencies or custodial concerns.
Ensure classrooms and event spaces are configured for scheduled activities; move furniture and equipment when needed and maintain storage rooms and inventories.
Administer rental-space activities, including bookings, contracts, documentation, payments, client communications, and resolution of booking issues.
Review rental requests for suitability based on established policies and School space needs; contribute to rental guidelines, policies, contracts, and recommendations for improving rental practices and income.
Help maintain a welcoming and engaging environment in the Liu Institute and C.K. Choi buildings and improve spaces, systems, and supports.
Contribute to departmental systems, policies, and procedures; update forms and manuals and recommend improvements to human resources and facilities processes.
Contribute content to the School’s AIR site and develop resources for faculty, staff, and students.
Perform reception duties, including opening and closing the administrative office and maintaining a professional reception area.
Monitor shared email accounts and voicemail; coordinate mail and courier packages; update signage, phone lists, staff directories, and email listservs; and maintain and order office supplies.
Administer office printer accounts and user profiles and assist users with printing access and setup.
Coordinate faculty and staff telephone and voicemail changes as department voice administrator.
Respond to inquiries by telephone, email, and in person, and refer them to appropriate staff as needed.
Support School events and provide backup monitoring of the Events inbox in coordination with the Manager, Events and Program Development and the Events team.
Support records management processes and ensure records are maintained and disposed of according to UBC Policy.
Provide basic program information to prospective MPPGA students and refer them to the MPPGA program team as appropriate.
Assist the Manager, Administration with administrative documentation, meeting notes and minutes, and office-related tasks.
Undertake special projects, provide coverage for other administrative positions when required, and perform other related duties consistent with the role.