Administrative Coordinator

About the role

The Stewart Blusson Quantum Matter Institute at the University of British Columbia is seeking an Administrative Coordinator to support its daily operations. This role combines general administrative duties with purchasing support for a group of principal investigators, ensuring smooth coordination of events, HR processes, and communications.

Key responsibilities

• Monitor and respond to information requests, directing inquiries to appropriate institute or university units.
• Schedule and coordinate meetings for the institute, including team, committee, and advisory panel sessions.
• Arrange appointments for senior directors, prioritising high‑impact requests and managing stakeholder calendars.
• Prepare agendas, take and transcribe minutes, and distribute meeting reports.
• Assist with onboarding and off‑boarding, handling building access, desk assignments, and directory updates.
• Manage phone services, including line activation, voicemail resets, and display name changes.
• Support the preparation of reports and communication materials by gathering and organising information.
• Maintain office supplies and place orders as needed.
• Provide purchasing support for designated principal investigators, processing requisitions and ensuring compliance with procurement policies.

Required profile

• Strong organisational and multitasking abilities.
• Experience in office administration within a research or academic environment.
• Familiarity with university procurement processes and HR support functions.
• Excellent written and verbal communication skills.
• Ability to work collaboratively with faculty, staff, and external partners.

Required skills

What we offer

• Competitive monthly salary ranging from $4,594 to $4,827 CAD.
• Opportunity to work in a world‑leading quantum research institute.
• Inclusive and diverse workplace committed to equity.