Administrative Coordinator

Job Title

Administrative Coordinator

Job Category

Executive Administrative Staff

Job Profile

Non Union Salaried - Administrative Assistant 3

Job Family Group

Staff - Non Union

Department

Alex Fraser Research Forests

Compensation Range

$4,756.11 - $5,802.73 CAD Monthly

Job End Date

Ongoing

Posting End Date

November 20, 2026

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

80% part-time position at Williams Lake, BC.

Include Cover Letter.

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 Alex Fraser Research Forest (AFRF) is one of two Research Forests operated by the University of British Columbia's Faculty of Forestry and Environmental Stewardship. Located near Williams Lake, BC, the AFRF supports the Faculty's teaching, research, demonstration, extension, and community engagement mandate while managing a large working forest and the UBC AFRF research station. Additionally, the 55-acre facility offers accommodations, venue rentals, and youth programming. Because of the size of operations, AFRF is managed with a small, close-knit team of individuals who are responsible for a large diversity of tasks.

The Administrative Coordinator provides administrative, financial and human resources (HR) support to AFRF research station and works closely with the Manager, Facilities and Programs to support the effective operation of facilities, programs, events, and site activities. The role coordinates administrative processes, financial transactions, records management, communications, scheduling, and customer service activities that enable the research station to meet its teaching, research, extension, and community engagement objectives. The position also supports the Manager, Facilities and Programs in emergency response and assist with special and ongoing events and will be on the emergency call-out list in the event of emergencies and utility outages, being available 24/7.

Organizational Status
Reports to the Manager, Facilities and Programs and works closely with the Resident Forester, UBC Faculty of Forestry and Environmental Stewardship (FES) and Malcolm Knapp Research Forest (MKRF) administrative staff.  The position liaises with persons at various staff levels within the University community on a regular basis as well as external organizations, including log buyers, consulting firms, researchers, tenants, and contractors

Work Performed

• Coordinates day-to-day administrative operations across the AFRF, establishes administrative work priorities and resolves issues across financial, HR, facilities and program support functions. Develops and implements administrative procedures, workflows and records management systems.
• Serves as the primary administrative contact for faculty, staff, students, researchers, contractors and visitors, providing information and guidance and coordinating responses to administrative matters.

• Coordinates financial administration, including invoices, purchase orders, expense claims, deposits and Visa card reconciliation.
• Monitors and reconciles revenue, expenditures and commitments across consulting, harvesting operations, sponsored research, silviculture obligations, facility rentals, program registrations and major projects. Investigates discrepancies between internal accounting records and Workday and prepares financial information and reports to support budget planning and expenditure control.

• Administers records and processes for licenses, caretaker agreements and vendor contracts, ensuring documentation is accurate and complete and coordinating approvals, renewals and the resolution of administrative issues.

• Coordinates facility bookings, accommodations, site access and maintenance requests, resolving scheduling conflicts and administrative issues within established operational requirements.

• Coordinates HR and payroll processes, including recruitment, onboarding, employee documentation, training records and leave administration. Interprets and applies University financial and HR procedures within the position’s scope, provides guidance on Workday processes and works with the appropriate University offices to resolve administrative issues.

• Coordinates logistics and administrative support for field schools, workshops, training programs, tours, events and meetings.

• Compiles and analyzes administrative information and prepares reports, presentations, spreadsheets and correspondence. Maintains databases, websites, contact lists and communication materials, ensuring information is accurate and current.

• Provides guidance and training to student employees and temporary staff on administrative procedures and work requirements.

• Assists with emergency preparedness, certification, planning and response in accordance with University, Faculty and Forest Safety Council requirements

• Serves as the UBC Joint Occupational Health and Safety Committee (JOHSC) representative for the unit.

• Performs other related duties as required.

 
Consequence of Error/Judgement
The position is responsible for coordinating operational, financial, HR and administrative activities that support the AFRF. Errors in judgment, financial administration, records management, contract administration, or communications could result in financial loss, operational disruption, non-compliance with University policies, reputational damage, delays in program delivery, or impacts to client and stakeholder relationships.

Supervision Received
Works independently under broad direction, exercising judgment in determining administrative methods, organizing priorities and resolving problems within University policies, established operational requirements and delegated authority.

Supervision Given
May provide work direction to student employees, temporary staff, volunteers, and visitors regarding administrative procedures and office practices.

Minimum Qualifications
High school graduation, plus 2 years of post-secondary education, plus 4 years of related experience; or an equivalent combination of education and experience; or an equivalent combination of education and experience. Ability to exercise a high level of tact and discretion in internal and external contact work, and the ability to independently apply a broad knowledge of policies and procedures. Ability to draft complex correspondence for signature, and write reports in clear concise business English. Ability to supervise, establish standards of performance and resolve work problems.

- 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

• Experience with providing administrative support in a complex organizational environment.
• Experience with financial administration, bookkeeping, accounts payable/receivable, and budget tracking.
• Experience coordinating meetings, events, training programs, or educational activities.
• Minimum 3 years of experience in workplace safety, risk management, compliance or related field.
• Experience conducting safety inspections, audits, and risk assessments.
• Knowledge of University administrative and financial procedures is an asset.
• Knowledge of JOHSC regulations and applicable federal, provincial, and local safety requirements.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent customer service, interpersonal, and communication skills.
• Demonstrated attention to detail and accuracy in data entry, financial processing, and records management.
• Ability to handle confidential and sensitive information with discretion.
• Ability to work independently and as part of a team.
• Class 5 Driver's License is an asset.
• Level I First Aid Certificate.
• Knowledge of the BC Forest Safety Council and completion of auditor training.
• Willingness to acquire and maintain FoodSafe and Serving It Right certifications
• Working knowledge of the forest industry preferred.