Administrative Assistant, HR Students & Facilities

Job Title Administrative Assistant, HR Students & Facilities Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 3 (Gr6) Job Family Group Staff - Union Department Administrative Support | School of Public Policy and Global Affairs Compensation Range $4,719.00 - $4,960.00 CAD Monthly Job End Date Ongoing Posting End Date November 6, 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 The School of Public Policy and Global Affairs (SPPGA) is a leading centre for innovation in governance and global public policy. The School is home to the Liu Institute for Global Issues (LIU), the Centre for the Study of Democratic Institutions (CSDI), the Office of Regional and International Community Engagement (ORICE), the Pacific Affairs journal, and the Institute of Asian Research (IAR) which includes 5 distinct research centres focusing on Southeast Asia, India and South Asia, China, Korea, and Japan. The SPPGA’s flagship academic program, the Master of Public Policy and Global Affairs (MPPGA), is a professional global public policy program. The School also provides program management, student advising, and administrative support for faculty research, special projects and initiatives, and hosts many high profile events annually. The Administrative Assistant, HR Students & Facilities provides administrative services across the School of Public Policy and Global Affairs, including human resources, facilities, events, and general administration support. Organizational Status Reports directly to the Manager, Administration. Works closely with other staff as a member of the SPPGA Administration Team. Work Performed Human Resources Support • Coordinates complex processes, such as office administration procedures, appointing student workers, and providing confidential administrative support to the School. • Coordinates all student appointments for the School; communicates with student employees; collects information and coordinates appointment documents, prepares offers letters and processes appointments. • Researches and provides information regarding UBC student appointment policies and procedures to staff and faculty; resolves complex student appointment issues relating to position funding, employment eligibility and work permits, consulting with the Manager, Administration as needed. Liaises with UBC Integrated Service Centre (ISC) to resolve human resource and payroll related errors and corrections, as required. • Enters, edits, and manipulates data in relevant information systems, requiring data manipulation processes of a complex nature. • Coordinates the School’s Work Learn Student hiring program by soliciting applications from staff and faculty, providing information and guidance on Work Lean program policies and procedures, assisting with the classification of positions, and submitting proposals for review. • Works with relevant hiring managers to coordinate departmental onboarding/offboarding for faculty, staff, and student employees; participates in the development of procedures and materials including orientation and training activities. • Coordinates complex and confidential inquiries, requiring discernment, discretion, accuracy, and professionalism. Facilities Management Support • Coordinates a wide range of complex public events, and internal department events including conferences, visiting speakers, and alumni reunions. Coordinates day of event set up and take down and actively problem solves any issues that arise during event coordination and implementation. • Coordinates and oversees facilities management activities for the Liu Institute and C.K. Choi buildings including A/V maintenance and operation, building maintenance, and building security arrangements. • Coordinates all facilities related requests including repairs, renovations, and trouble calls; liaises with staff and faculty to understand needs and determine appropriate actions; makes recommendations on requested improvements; prepares and tracks service requests ensuring that all relevant information is provided; communicates with Building Operations to ensure that projects are carried through to completion. • Provides support related to the School’s Audio/Video systems, including system update and maintenance, providing on-site troubleshooting and support for event and meeting organizers, and developing resources and materials for effective equipment usage. Acts as main point of contact for troubleshooting and supporting AV requests. • Coordinates and monitors access to building and office entry via the ACMS and key request systems; periodically reviews building and office access reports to ensure that user access is updated and removed as needed. • Assists with the planning of and makes recommendations to the Manager, Administration on the allocation of office space for staff, faculty, students and visitors; coordinates office moves and furniture relocations across both the Liu & C.K. Choi buildings. • Performs regular inspections of all buildings and facilities reporting any deficiencies or custodial concerns to the Manager, Administration. • Ensures that all classrooms and event spaces are appropriately configured and set-up for scheduled classes and activities; performs occasional physical handling and movement of furniture and equipment to support room configurations; maintains storage rooms including the School’s inventory of furniture, supplies, and equipment. • Coordinates all administrative duties related to the rental spaces in both the Liu and C.K. Choi buildings including overseeing the scheduling of all event bookings, preparing rental contracts and other documentation, tracking and collecting payment from clients, communicating and maintaining client relationships, disseminating information as required to SPPGA staff, faculty, and rental clients, and resolving client and event booking problems, consulting with the Manager, Administration on complex issues. • Reviews, evaluates, and determines the suitability of event booking requests in the rental spaces of the Liu Institute and C.K. Choi buildings based on established policies and procedures, and knowledge of SPPGA’s classroom and event space needs. • Participates in the development of rental guidelines, policies, and contracts including researching rental practices, identifying improvements, and recommending strategies for advertising rental spaces and maximizing rental income. • Creates a warm, friendly, and engaging environment in both Liu Institute and C.K. Choi buildings; actively seeking to maintain and improve space design, systems, and supports to ensure quality events, programming and general space usage. General Administration • Participates in the development of departmental systems, policies, and procedures; develops and updates forms and manuals; makes recommendations to improve the efficiency and effectiveness of the School’s human resources and facilities management processes. • Contributes relevant content to the School’s AIR (Arts Internal Resources) site and develops resources for faculty, staff, and students. • Responsible for reception duties such as the daily opening and closing of the SPPGA administrative office, on-site administrative support for faculty, staff, and students, and the professional image of the reception area. • Monitors shared email accounts and voicemail; coordinates inbound and outbound mail and courier packages; updates office signage, phone lists, staff directories, and email listservs; maintai