University Department Operations Assistant

Support Earth and Environmental Sciences administration at UBC Okanagan through education planning, student hiring, and financial coordination. This fixed-term leave replacement supports department operations.

The Department Operations and Undergraduate Programs Assistant provides administrative support to the Department Head, faculty, staff, and students. Responsibilities span Education Plan management, Teaching Assistant allocations, course scheduling, recruitment coordination, graduate student administration, and departmental financial processes. The position also supports events and confidential academic procedures.

Key Responsibilities:

• Manage Education Plan updates, Teaching Assistant allocations, and course scheduling
• Coordinate student hires, contracts, onboarding, and Workday assignments
• Support graduate admissions, progression, seminars, defenses, and graduation documentation
• Prepare confidential Appointment, Reappointment, Promotion and Tenure materials
• Process requisitions, reconciliations, purchase orders, and department expenditures

Requirements:

• Undergraduate degree in a relevant discipline preferred
• Over three years of related experience or equivalent education
• Intermediate proficiency in Microsoft Office and knowledge of Adobe PDF
• Excellent organizational, communication, records management, and minute-taking skills
• Ability to maintain confidentiality, accuracy, discretion, and attention to detail

Bring university administration, student services, records management, and financial coordination skills to UBC Okanagan’s Earth and Environmental Sciences department.

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