Administrative Assistant – Director’s Office

About the role

The Faculty of Applied Science at UBC Okanagan seeks an experienced Administrative Assistant to support the Director of the School of Engineering. This role provides comprehensive administrative and communications assistance while handling confidential matters related to faculty appointments and promotions.

Key responsibilities

• Manage the Director’s communications, drafting complex correspondence, recommendations and PowerPoint presentations from brief oral instructions.
• Prioritize incoming mail, phone calls and inquiries, directing non‑urgent matters to appropriate staff while exercising judgment and discretion.
• Support the Appointment, Reappointment, Promotion and Tenure (ARPT) process by tracking calendars, preparing meeting materials, compiling dossiers and maintaining confidential files.
• Provide general administrative support, including special projects such as drafting policy and procedure manuals and ensuring proper records management.

Required profile

• Minimum five years of senior administrative experience in a university setting.
• High school graduation plus a two‑year diploma in administrative or secretarial practices.
• Demonstrated ability to exercise judgment, maintain confidentiality and handle complex, sensitive information.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft Access
• Microsoft PowerPoint
• Microsoft Outlook