HR and Administrative Assistant

About the role

The Department of Zoology at the University of British Columbia seeks a dedicated HR and Administrative Assistant to provide senior-level support for human‑resources processes and a wide range of office functions. This full‑time, on‑site position will act as the first point of contact for faculty, staff, students, and visitors while assisting with complex HR projects such as faculty promotion, tenure, and external academic reviews.

Key responsibilities

• Assist the HR Manager with the full HR cycle for faculty, post‑doctoral fellows, and staff, including job postings, interview coordination, and onboarding in Workday.
• Manage faculty search processes: schedule interviews, arrange travel and accommodation, maintain search databases, and coordinate committee meetings.
• Provide administrative support for promotion and tenure cases, ensuring compliance, preparing materials, and liaising with committees.
• Compose and proofread departmental communications, letters, and reports; manage the Head’s calendar and arrange meetings.
• Coordinate teaching evaluation distribution, compile statistical reports, and support faculty with evaluation data.
• Organise departmental events, seminars, and symposiums, handling catering, room bookings, minutes, and follow‑up actions.
• Oversee reception duties, greet visitors, manage mail and shipments, and arrange travel and accommodation for external guests.
• Maintain office equipment, inventory of supplies, and process expense reports and vehicle usage through Workday.
• Support special projects initiated by the Department Head or Administrator, including research, reporting, and data compilation.