Staff - Union
CUPE 2950
CUPE 2950 Salaried - Administrative Support 3 (Gr6)
Administrative Assistant
PIMS Administrative Support | Pacific Institute for the Mathematical Sciences | Faculty of Science
$4,449.00 - $4,676.00 CAD Monthly
June 28, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
March 31, 2027
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
To provide broad administrative support across the operations of the Pacific Institute for the Mathematical Sciences (PIMS), with responsibilities in communications and websites, programs and events, and finance. Works independently to coordinate complex multi-stakeholder activities and contribute to the effective day-to-day functioning of the institute.
Organizational Status
Reports to the PIMS Manager of Operations. Works closely with managers in the areas of Communications, Programs & Events and Finance. Works in collaboration with PIMS Directorate, staff, faculty members, and event organizers.
Work Performed
-
Creates and produces promotional materials including posters using tools such as Adobe InDesign and Canva;
-
Drafts content and provides formatting and quality review for the PIMS newsletter using Mailchimp;
-
Develops editorial calendar for and disseminates content across PIMS social media channels;
-
Creates and updates content on PIMS websites in support of communications, events, and programs;
-
Maintains and updates digital assets and online platforms used by the institute;
-
Provides project coordination before, during, and after PIMS events and programs;
-
Liaises with UBC Conferences & Accommodation and external vendors and resolves logistical issues independently;
-
Coordinates in-person and online events, including arranging catering, preparing refreshments, and other event logistics;
-
Produces signage, posters, and other materials in support of events;
-
Prepares mail merges and other communications in support of event promotion and follow-up;
-
Processes reimbursements and invoices through UBC systems ensuring accuracy and timeliness;
-
Tracks activity expenditures against budgets.
-
Provides general financial administration support, including maintaining records, preparing reports, and filing;
Consequence of Error/Judgement
This position is expected to exercise sound judgment and to work with a significant degree of independence within established guidelines. Errors in communications or web content may reflect negatively on the reputation of PIMS with its stakeholders and the broader community. Errors in event logistics may result in inconvenience to event participants and reputational damage to the institute. Errors in financial processing may impact reporting integrity and funding compliance.
Supervision Received
Works independently under broad direction from the PIMS Manager of Operations. Coordinates closely with managers in the areas of Communications, Programs & Events and Finance.
Supervision Given
None; may explain work procedures to new or inexperienced staff.
Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an 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
Four years of related experience, or an equivalent combination of education and experience. Demonstrated ability to manage multiple priorities and work effectively in a collaborative team environment. Strong written and verbal communication skills in English. Ability to follow instruction with a high level of attention to detail and accuracy. Ability to work independently when required, exercising good judgment, and taking initiative as necessary. Experience with or ability to quickly learn digital tools such as Adobe InDesign and Canva. Experience with or ability to quickly learn email marketing platforms such as Mailchimp. Familiarity with social media platforms and an understanding of best practices for organizational communication. Proficiency in web content management and comfort working with digital tools and platforms. Understanding of financial administration processes. Familiarity with UBC financial and administrative systems (e.g. Workday) is an asset.
