Administrative Assistant, School of Engineering

About the role

The School of Engineering at UBC Okanagan seeks an Administrative Assistant to provide flexible, responsive support across academic, student service, and operational functions. The role works in a collaborative, cross‑functional environment, assisting faculty, staff, students, and external partners.

Key responsibilities

• Provide administrative support to Academic Services, Administrative Services, and shared School initiatives, including correspondence, scheduling, records management, and document preparation.
• Monitor and respond to routine inquiries via shared email accounts and telephone, maintaining files, databases, spreadsheets, and tracking systems.
• Assist with procurement, inventory tracking, and supplies management, as well as office coordination and operational workflows.
• Support meetings, workshops, outreach activities, and events by handling registration, logistics, material preparation, and on‑site assistance.
• Collect, compile, and verify data for surveys, reports, and information tracking, ensuring accurate record‑keeping.

Required profile

• Completion of Grade 12 plus a two‑year post‑secondary diploma, or an equivalent combination of education and experience.
• Minimum two years of relevant administrative, clerical, customer service, office support, or student service experience.
• Willingness to respect diverse perspectives and a commitment to equity, diversity, inclusion, accessibility, and Indigenous engagement.
• Ability to maintain confidentiality when handling student, employee, and university information.
• Experience using standard office software applications, databases, spreadsheets, and word‑processing tools.

Required skills

• Proficiency with standard office software applications (e.g., word processing, spreadsheets).
• Experience working with databases and data‑entry tools.