Bachelor of Sustainability and EESC Graduate Programs Assistant

Location: UBC Okanagan Campus - Kelowna, BC, Canada

Job TitleBachelor of Sustainability and EESC Graduate Programs Assistant

Job CategoryBCGEU Okanagan Support Staff

Job ProfileBCGEU OK Salaried - Support Services Assistant IV

Job Family GroupStaff - Union

DepartmentUBCO | Teaching Lab Support | Department of Earth and Environmental Sciences | Irving K. Barber Faculty of Science

Compensation Range$4,981.00 - $5,713.00 CAD Monthly

Job End DateMarch 31, 2027

Posting End DateNovember 16, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

This is a leave replacement for a fixed term duration.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The position will provide student, faculty and financial related administrative support to the Department Head, faculty and staff in the Department of Earth and Environmental Sciences (EESC).  Key duties for this position are to provide administrative support for the Bachelor of Sustainability degree program and the Earth and Environmental Sciences MSc and PhD graduate programs. The position holder also will assist with other EEGS programs as required and work closely with a second Senior Departmental Administrative Assistant with whom there will be overlap in some duties, including assisting with managing and coordinating student hires, assisting the recruitment and onboarding of new faculty, staff and sessional instructors, assisting with departmental financial processes and organization of department seminars, workshops, conferences and other events. The position holder will work closely with the Director and Steering Committee of the B.SUST degree program and the Chair and members of the EESC Graduate Program Committee. The position requires initiative and judgment to assess and respond to issues and to resolve administrative problems, effective use of database and web-based programs and performance of general routine office procedures.

Organizational Status

The Dean of the Faculty is the primary administrator. The Dean's Office includes several Associate Deans and various staff members. The Irving K. Barber Faculty of Science (FoS) is divided into a number of Administrative Units, each with a Department Head, that house the many disciplinary and interdisciplinary degree programs. This position works under the Department Head for day-to-day department administrative support tasks, and receives supervision and guidance from the Department Manager with regards to conditions of employment and University, Faculty and Departmental policies and procedures. This position interacts with students, staff, faculty members, Enrolment Services, Student Development and Advising, Human Resources, Finance Operations Okanagan, Facilities Management and other faculties and schools administration.

Work Performed

1. Provides administrative support by

Assist with the Education Plan management for the B.SUST degree program in accordance with established guidelines and in consultation with the B.SUST Steering Committee and relevant departments.

Manages and updates required information into spreadsheets for the Dean's Office.

Arranges and prepares minutes for B.SUST Steering Committee and EESC Graduate Program Committee meetings.

Prepares registration reports for review by the Head, B.SUST Program Director and the Graduate Program Committee Chair.

Works with the EESC Department Laboratory Manager to coordinate TA hires, allocations and assignments in accordance with established guidelines. This requires liaising about advertising of positions, working with departments to determine allocations of marking and laboratory demonstration hours for SUST courses, and communicating details of TA contracts and job offers to departments and Faculties.

Monitors enrolment and waitlists of SUST courses; arranges for movement of classes into appropriate classrooms if necessary (due to size and facilities).

Assists with student registration; records appropriate changes to student records in Workday, manages waitlists and pre-requisite requirements, course conflicts and various registration requests from students.

Prepares and distributes SUST field school course/s requirements, advertisements, waivers and restricted registration.  Accounting of field school budget for Sessional/s, TA/s, travel and supplies.

Assists with the recruitment of new SUST faculty, sessional and staff hires. Creates adverts for internal and external advertising; makes travel arrangements and schedules interviews as appropriate; coordinates onboarding by setting up offices and enters appropriate IT and Facilities requests; liaises with new hires to meet their specific needs. Ensures access to Canvas and Workday.

Adds SUST instructors and TA's to Student Evaluation of Teaching (SEOT) for evaluation purposes.

Prepares and distributes agendas, documentation and minutes for EESC department and committee meetings. Attends meetings; takes minutes.

Coordinates and schedules appointments with department members, University members, students and general public.

Responds to inquiries from students, faculty members, staff, other UBC departments and the general public.

Processes, tracks and updates Salto (security) access.

Monitors office equipment: fax, copier, printer, etc. Arranges service maintenance and repair calls for office equipment. Instructs faculty on proper equipment use.

Receives and distributes mail.

Distributes general and departmental announcements.

Photocopies and collates materials, including mid-terms and final exams as required.

Files and retrieves documents. When directed, reviews existing files and renames, culls, a