Administrative and Special Projects Coordinator
University of British Columbia
Kelowna, BC
Job Posting

Job ID:

Kelowna - UBC Okanagan

Employment Group:
BCGEU UBC-Okanagan

Job Category:
BCGEU OK Clerical

Classification Title:
Support Services Asst II

Business Title:
Administrative and Special Projects Coordinator

UBCO-Vice Principal, Research

UBCO-Univ. Indust.Liaison Off.

$25.46 (Hourly)

Full/Part Time:

Desired Start Date:

Job End Date:Possibility of Extension:

Funding Type:
Budget Funded

BCGEU (UBCO) - Auxiliary

Closing Date:

Available Openings:

This is a 0.6 FTE position, working 21 hours per week.
Job Summary
Under the general direction of the Associate Director of the University Industry Liaison Office (UILO), this position (1) provides complex and confidential administrative support for the Associate Director, Okanagan, UILO, (2) under the direction of the Vice Principal Research (VPR), plans and coordinates events for the VPR office, and (3) provides administrative support to the Manager of Strategic Initiatives and Operations.

A high level of independent judgement, initiative, tact, discretion, organizational and problem solving skills are required. Ability to work independently and cooperatively.
Organizational Status
Provides administrative support to the Associate Director of UILO, special events coordination for the VPR Office, and administrative support to the Manager of Strategic Initiatives and Operations. Also liaises with academic and administrative offices, government agencies, granting agencies, faculty, students, staff, and the general public to provide information on UILO and VPR projects and events. The position reports directly to the Associate Director of UILO.
Work Performed
1. With respect to the University Industry Liaison Office Associate Director:
  • Assists the Associate Director to develop, execute and maintain documentation and relationships for: research contracts and agreements; technology and intellectual property management files, and partnership development and industry collaborative funding applications in support of faculty.
  • Liaises with the UILO office on the Vancouver campus to review and track account set up.
  • Liaises with University/Industry partners to monitor existing and pending contracts and agreements.
  • Develops and maintains UILO record systems for contracts and agreements, organizing and scheduling meetings with faculty and/or industry partners, and compiling and disseminating information.
  • Coordinates UILO internal workshops and events.
  • Responsible for prioritizing, developing, and assessing administrative needs, determining workflow, and setting priorities and goals.
  • Participates in the development and creation of policies and procedures within UILO's Okanagan operations to maximize long-term efficiency and develop a process flow.
  • Works directly with the Associate Director to develop and implement operational strategies.
  • Supports inquiries from researchers and the community and identifies matters of high importance and independently redirects and/or resolves inquiries and issues as appropriate based on thorough understanding of the UILO portfolio and decides which enquiries, requests and problems to handle on own initiative.
  • Attends and prepares minutes of meetings, prepares and distributes agendas, and follows up on action items.
  • Provides support when Associate Director performs Survive and Thrive Applied Research (STAR) Partnership Development activities by performing PD related admin and client communication.
  • Prepares statistical documentation for the UILO as required. Financial/activity reporting for special projects.
  • Develops and maintains UILO record systems for contracts, agreements, and partnership development activity.
  • Establishes and maintains liaisons with other university departments and faculties for operation efficiency.
  • Arranges travel and prepares expense and travel claims for the UILO Associate Director.
  • Maintains the UILO office expense reports, processing q-requisitions and journal vouchers.
  • Files and archives materials; shreds documents; photocopies materials; types correspondence and reports.
  • Orders and maintains UILO office supplies.
  • Performs other related duties as assigned.
2. With respect to the Vice-Principal Research Office:
  • Maintains a calendar of VPR-sponsored events.
  • With the direction of the VPR, and with input from the VPR Marketing and Communications Strategist, organizes and executes VPR and UILO sponsored or co-sponsored events (e.g. seminars, conferences, symposiums, etc.).
  • Provides logistical coordination of events: preparing and distributing announcements/notices; responding to inquiries on events, establishing and maintaining procedures for receiving and processing paid or unpaid registrations, arranging venues and catering, arranging IT/technicians support to facilitate teleconferences/webcasts, assembling and distributing workshop/conference materials, preparing and managing budgets for events, providing on-site event coordination, arranging volunteer coordination as necessary and providing post-event follow-up including preparing surveys, compiling participant feedback, and preparing brief reports of the event (e.g. for website/social media).
  • Responsible for financial and activity reporting for events.
  • Performs other related duties as assigned.
3. With respect to the Manager of Strategic Initiatives and Operations:
  • Provides administrative support to the Manager of Strategic Initiatives and Operations.
  • Provides logistical support for meetings and workshops by assisting in scheduling, handling invites and attendance lists, preparing agendas, assembling and disseminating materials, booking rooms, arranging IT support as required, making catering arrangements, providing on-site event coordination and preparing and distributing minutes.
  • Arranges travel arrangements and processes expenses, credit card payments and travel claims for the Manager of Strategic Initiatives and Operations.
  • Drafts, edits or proofreads documents, files, photocopies and collates documents, prepares and sends out general correspondence.
Supervision Received
Works under the supervision of the Associate Director of UILO.
Supervision Given
Supervisory responsibilities are not required.
Consequence of Error/Judgement
The Administrative and Special Projects Coordinator will exercise judgement and initiative in handling matters of a routine and sometimes non-routine nature and will be exposed to and have access to information of a highly confidential and sensitive nature. She/he must be able to recognize the sensitivity of issues and constantly maintain the strictest confidentiality.

Professional and courteous conduct is required at all times. Confidentiality of all research records is essential, as is the confidentiality of all information seen or heard in the Office of the Vice Principal of Research and UILO. Must be able to work under pressure and meet deadlines. Multi-tasking and effective prioritization is required. Effective oral and written communication, interpersonal, problem solving, and organizational skills are required.

Clerical errors or incorrect decisions could result in direct costs, lost opportunities, compromised operational objectives, ineffective public events, embarrassment to the University and the inability of the Office to fulfill its mandate. Damage to the University's reputation may occur if the incumbent does not provide accurate information or does not deal tactfully and helpfully with faculty, students, staff and others.
High school graduation and graduation from a two year diploma program , preferably in office administration with training in secretarial and office procedures and practices, plus a minimum of three years of related experience including two years of relevant University experience is preferred, or an equivalent combination of education and experience. A financial background would be an asset. . A financial background would be an asset. - Excellent communication skills and the ability to work with others in the best interests of the office and of the University.
  • Effective oral and written communication, organization and problem-solving.
  • Ability to work effectively under pressure to meet deadlines.
  • Ability to exercise a high level of tact and discretion in internal and external contract work, and the ability to independently apply a broad knowledge of policies and procedures.
  • Ability to compose correspondence and prepare reports in clear, concise business English and to draft more complex correspondence for signature.
  • Ability to establish standards of performance and resolve work problems.
  • A proven ability to maintain accuracy, attention to detail and work to deadlines.
  • Ability to exercise good judgement.
  • Computer proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, etc.) s required. Active content Manager experience (for Website Maintenance) is desirable
  • Ability to work both independently and as part of a team is essential.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.