Administrative Assistant II – Office of the Provost

About the role

The Administrative Assistant II provides confidential administrative support to the Office of the Provost and Vice‑President Academic at UBC Okanagan. The role greets visitors, interacts with internal and external stakeholders, and ensures smooth day‑to‑day operations of the office.

Key responsibilities

• Coordinate the Provost’s appointments, calendars and meeting logistics, consulting with team members as needed.
• Prepare and organize materials for the Provost ahead of deadlines and meetings.
• Manage logistics for strategic committees, including agendas, minutes, action‑item follow‑up and internal liaison.
• Provide front‑line reception, mail handling, phone routing and visitor support.
• Arrange travel, room bookings, IT support and catering for meetings and events.
• Process honorariums, expense reports, invoices and purchase orders, ensuring correct coding.
• Maintain records, filing systems and Workday procedures, ensuring confidentiality and accuracy.

Required profile

• High school graduation, plus one year of post‑secondary education and at least four years of related experience.
• Ability to compose complex correspondence and communicate effectively.
• Tact and discretion when dealing with faculty, staff, students and external parties.
• Commitment to equity, diversity and inclusion.
• Capability to work independently, exercise sound judgment and meet deadlines.

Required skills

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Workday software
• Database applications