Administration Jobs in Vancouver, BC

Job Summary

The Administration and Projects Specialist supports the effective day-to-day administration of the UBC Faculty and Staff Pension Plans (“The Plans”) by managing projects, and administrative operations across pension administration and governance functions. The role also manages onboarding, offboarding for employees and Board members, performs data analysis and contributes to the continuous improvement of processes and controls. The role supports operational continuity and risk mitigation through effective records management, system access coordination, adherence to privacy requirements, and the ongoing management, organization and digitization of pension, operational and governance records to improve accessibility and security.

The Plans are a significant component of UBC’s employee value proposition, supporting recruitment and retention strategies, and financial security and wellbeing. The Plans help staff and faculty invest and save for their financial future and enhance retirement readiness. The UBC Staff Pension Plan is a target benefit plan with over 19,000 members and an asset value of approximately $3 Billion. The UBC Faculty Pension Plan is a defined contribution pension plan with just over 7,200 members and an asset value of approximately $4 Billion. Both pension plans are administered by the UBC Pension Administration Office (PAO) under the direction of the Staff Pension Plan Board and the Faculty Pension Plan Board (“Pensions Boards”) and in partnership with the Vice-President, Human Resources (VPHR) portfolio.

Organizational Status

This position reports to the Director, Pensions. Works collaboratively with colleagues and peers within the PAO. The position also works with external vendors and service providers as required.

Working independently and under general direction, the Administration and Projects Specialist manages complex information, supports secure access to systems and materials, and works collaboratively with internal teams to ensure consistency, accuracy and operational continuity.

Work Performed

· Leads and coordinates special projects and initiatives on behalf of the Director, Pensions, Executive Directors and senior leadership, ensuring completion is in line with established objectives and timelines. Ensures projects continue to move forward.

· Develops project plans, timelines and deliverables for assigned projects and initiatives.

· Conducts research to support project planning, analysis and decision-making.

· Prepares project reports, summaries, presentations and supporting materials to inform leadership and project stakeholders.

· Monitors project progress, identifies risks, dependencies, issues or potential delays, and brings matters requiring attention to the appropriate leader.

· Responsible for the organization, digitization, access, retention and retrieval of operational, onboarding and governance records in accordance with privacy legislation, records management requirements and pension governance standards.

· Develops and oversees document control practices and identifies documentation gaps, risks or inconsistencies, supporting appropriate corrective actions and improvements.

· Manages and coordinates core office operational functions, including building access administration, security protocols, alarm systems and workspace readiness, to ensure a secure and fully functioning work environment.

· Oversees the planning and delivery of special projects related to office operations and administrative functions, coordinating activities, tracking progress and ensuring completion in line with operational needs.

· Manages office equipment and service agreements, including vendor negotiation, and service issue resolution.

· Manages and facilitates troubleshooting of staff and leadership email, phone and basic technology access issues by working with UBC IT and service providers to ensure timely resolution and continuity of operations.

· Develops, maintains and regularly reviews office-related procedures and operational documentation to ensure accuracy, consistency and alignment with internal controls and requirements.

· Acts as the primary operational point of contact for routine office issues, assessing impacts, coordinating timely responses and escalating risks or recurring issues as appropriate.

· Performs other duties and assists the office administration team as required.

· Manages onboarding and offboarding activities for PAO employees, Board members, and Trustees, ensuring timely provisioning and removal of access to systems, information and resources in accordance with security and privacy requirements.

· Develops, maintains and updates onboarding and offboarding procedures and related administrative resources.

· Manages onboarding and offboarding processes, ensure timely updates and align content with approved messaging, access controls, compliance requirements and applicable UBC policies.

· Manages and administers the Board portal, including coordinating onboarding and offboarding access, and ensuring governance content is current and appropriately secured.

· Creates onboarding and offboarding content for different audiences, including employees, Executive Directors and Board members, ensuring information is clear, logically sequenced and easy to navigate.

· Leads the development and delivery of training related to key risk areas and/or operational functionality (e.g., privacy, cybersecurity, records management, UBC and HR policies, and Workday functionality), working with internal stakeholders and/or subject matter experts to support compliance, awareness, and consistent application of policies and procedures.

· Support continuous improvement initiatives through comprehensive research, data analysis, and recommending enhancements to onboarding processes, documentation practices, and operational workflows.

· Prepare summaries, reports, and supporting materials to inform leadership, operations and communications teams.

· Performs other related duties as required.

Consequence of Error/Judgement

The Administration and Projects Specialist exercises judgment when managing sensitive information, onboarding processes, system access, and operational documentation in a highly regulated pension environment. Errors or omissions, such as incorrect information provided during onboarding, improper handling of confidential records, inaccurate documentation, or inappropriate access to systems or materials, could result in privacy breaches, regulatory non‑compliance, reputational impact, operational disruption, or loss of trust among members, leadership, or Board stakeholders. While decisions are generally made within established policies and procedures and under managerial oversight, the role requires careful attention to detail, discretion, and sound judgment, as mistakes may have significant operational, legal, or compliance repercussions that require time and resources to correct.

All member information is confidential and staff must be familiar with the . There is zero tolerance for a conscious breach of confidentiality.

Supervision Received

The Administration and Projects Specialist reports to the Director, Pensions. The position exercises independent judgment in carrying out day-to-day responsibilities with minimal supervision.

The position keeps the Director, Pensions appropriately informed of project status, significant issues, risks, competing priorities and matters requiring decision or escalation.

Supervision Given

This role does not supervise staff but may provide functional guidance, orientation or training on operational processes, procedures, systems, projects or other assigned areas as appropriate.

The position may coordinate the work of internal and external resources involved in assigned projects or initiatives.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Undergraduate degree in business administration, project management, or records or information management.
• Experience leading or coordinating administrative, documentation or information-management projects.
• Experience with records/documentation modernization, digitalization or document control initiatives.
• Experience working in a pension plan, financial services, public sector or other highly regulated environment.
• Formal training or hands-on experience in records management, information governance, privacy legislation or document control practices.
• Experience working with UBC Library Preservation and Archives Records Management.
• Experience supporting governance processes, Board or executive documentation, or leadership reporting.
• Demonstrated experience administering internal portals, intranet sites or knowledge-management systems, such as SharePoint, Confluence and/or other relevant document repositories.
• Experience validating and analyzing operational data to support reporting, decision-making or continuous improvement initiatives.
• Experience working proactively in an environment with competing priorities, limited direction and evolving operational needs.
• Experience coordinating with IT teams or service providers to resolve access, system or technology issues (e.g., email, phone, user access).

Skills:

• Proven project coordination skills, with the ability to independently manage multiple priorities and deadlines, anticipate needs and complete work with minimal supervision, exercising sound judgment within established policies and procedures.
• Exceptional attention to detail and accuracy, with demonstrated ability to manage documentation, records and data where errors could have compliance, privacy or operational consequences.
• Strong organizational and analytical skills, with a disciplined and methodical approach to work.
• Strong approach to continuous improvement and is open to experiment and improvise with new ways of approaching processes, tasks or problems.
• Proven ability to handle sensitive and confidential information with discretion, integrity and professionalism.
• Strong written and verbal communication skills, including the ability to present information clearly and accurately.
• Proficiency with office productivity and collaboration tools (e.g., Microsoft 365, in particular strong Excel skills).
• Demonstrated ability to work effectively and professionally with employees, managers and executives.
• Effective at working independently as well as part of a collaborative, cross-functional team.
• Effective interpersonal and relationship-management skills, with the ability to contribute to and reinforce a positive, respectful and inclusive office culture.
• Knowledge of equity, diversity and inclusion principles and demonstrated ability to integrate them into operations.