MTRL Administrative Assistant

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Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 3 (Gr7) Job Title MTRL Administrative Assistant Department Administration | Department of Materials Engineering | Faculty of Applied Science Compensation Range $4,594.00 - $4,827.00 CAD Monthly Posting End Date July 12, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing 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 Department of Materials Engineering (MTRL) is a mid-sized academic unit at the University, with over 250 undergraduate and 100 graduate students enrolled. Materials Engineering is also responsible for the administration of the Integrated Engineering and Manufacturing Engineering Programs, this includes over 350 undergraduate students spread over the two programs. As a globally recognized leader in engineering education and research, MTRL is home to more than 21 research-track faculty members who are actively engaged in advancing knowledge and innovation across their respective scholarly communities. Guided by commitment to excellence, innovation, and collaboration, MTRL fosters a collegial and service-oriented culture where staff contributions are integral to student success, research advancement, and overall departmental success. The MTRL Administrative Assistant provides senior-level confidential administrative support to the Materials Engineering Department Head, Manufacturing and Integrated Engineering Program Directors and Manager, Business Operations. This position also acts as the personal and confidential assistant to the Department Head, and provides calendar management support, including scheduling meetings and appointments which may be sensitive and/or confidential in nature. The Administrative Assistant also provides a range of administrative support for the Head, Directors, and Manager, Business Operations including drafting and editing correspondences and reports, coordinating departmental meetings and events, and initiating and assisting with the preparation of agendas and minutes for departmental meetings and committees. This position also supports and coordinates the department's human resources processes such as the ARPT process, faculty hiring, faculty leaves, and department onboarding as well as a variety of other administrative processes. Organizational Status This position works directly with the Department Head, Program Directors and Manger, Business Operations on a daily basis to complete tasks as necessary. Liaises, cooperates and coordinates extensively with faculty, Students and staff members, Advisory Council members, APSC Development Staff and APSC Dean's Office staff. Interacts with external faculty applicants, stakeholders and businesses on behalf of the Head, Directors and Manager. Work Performed - Acts as personal and confidential assistant to the Department Head. Provides administrative support services to the Directors and Manager, and supports a range of special projects as assigned by the Head and Directors. - Responsible for managing and scheduling the calendar of the Head, including sensitive and/or confidential requests, meetings, and appointments. Coordinates with other schedules in accordance with priorities established by the Head. - Composes, formats, and edits a range of correspondence for the Head, including responding to confidential and complex correspondence. Coordinates and provides follow up on correspondence, reports and other material prepared by the Head, and maintains accurate records of all communications. - Supports and provides coordination for faculty ARPT processes. This includes coordinating and scheduling meetings, gathering and organizing information, coordinating and scheduling meetings, preparing correspondence and dossiers, tracking progression, and monitoring tenure clock for each faculty member. Maintains the ARPT schedule and provides ARPT timelines to the Head. - Coordinates, plans, and attends department meetings and events such as strategic planning meetings, retreats, department meetings, events, workshops and social events. This involves the selection and booking of venues, arranging catering, issuing invitations and monitoring RSPVs, coordinating audiovisual and teleconferencing technology, initiating and assisting with the preparation of agendas, as well as materials preparation and distribution - In coordination with the Department Head and Manager, Business Operations, assists in the Faculty hiring process: places recruitment advertisements, gathers and coordinates confidential sensitive information from applicants and refe

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