Office and Administrative Coordinator

The Office and Administrative Coordinator is responsible for the day-to-day office operations and executive administrative support for UBC's Central Human Resources unit. The position is responsible for developing, implementing and evaluating the complex administrative operational processes, systems, and procedures for the unit.

In particular, this position will coordinate and oversee core administrative activities of the unit related to project planning, procurement, onboarding and off-boarding of Central HR employees, events, facilities, space management and information systems.

The Office and Administrative Coordinator reports to, and works in collaboration with, the Executive Assistant to the Vice President, Human Resources in effectively administrating the unit’s needs.

This position will work closely with the Vice-President, Human Resources, the Associate Vice-President, Human Resources, and Executive Assistant to ensure the smooth running of the central HR portfolio while also liaising with senior stakeholders both within Central Human Resources, and across UBC

Organizational Status

This position reports to the Executive Assistant to the Vice-President, Human Resources.

Work Performed

• Independently manages complex administrative operations for central HR including identifying areas for improvement, gathering/researching information, problem solving, making recommendations and liaising with key stakeholders both within the unit, and across the university in order to meet the overall needs of the unit.

• Develops plans, implements and evaluates projects, processes and procedures, systems, and initiatives in support of central HR, and to improve cross-functional systems of the unit.

• Responsible for project budgets and making financial decisions as it relates to project budgets - within delegated authority. Works within budget guidelines and authority and ensures unit processes and procedures, as well as University policies, are adhered to.

• Anticipates the administrative and operational needs of the unit; partners with senior leadership and employees within the unit to ensure appropriate resources, guidelines, committees or protocols are in place to support.

• Oversees a smooth and positive onboarding experience for new employees joining the central HR unit including guiding hiring managers on current onboarding processes as well as reviewing, recommending and implementing areas for improvement. Develops, and periodically reviews, a comprehensive onboarding process and documents to ensure hiring managers have all the tools and resources to efficiently and effectively onboard and offboard employees in central HR.

• Responsible for central HR space and facilities including advising on planning and negotiating space for the unit. Manages office moves, repairs, renovations and office furnishings. Implements systems and procedures for office equipment inventory, records management, building maintenance and service contracts. Researches, drafts and makes recommendations regarding agreements, leases or purchases (office equipment, furniture etc.). Makes recommendations to the Executive Assistant regarding space management.

• Partners with UBC Ceremonies and Events, and staff across other units and departments including the President’s Office, to coordinate and execute collaborative events including UBC’s long service recognition events, the UBC Welcome Back Staff & Faculty BBQ, President’s Service Awards, etc.

• Manages the administrative operations of the President’s Service Awards to ensure: applications are received and responded to in a timely and professional fashion; provides advice and guidance on the application process; reviews applications to ensure criteria is met; pulls together application packages; and provides administrative and operational support to the PSA/PSAE committee.

• Leads the planning and execution of impactful HR Townhall events; collaborates closely with central HR departments and leadership to develop compelling agendas, and ensures seamless event delivery. Oversees all aspects of the event process—driving engagement, aligning content with strategic goals, and creating a…