Staff - Union
Work Performed
Consequence of Error/Judgement
This position is an important channel of communication between the Department Head, faculty, staff, students, potential hires, and special visitors, hence the ability to exercise diplomacy and discretion at all times is essential to uphold the reputation of the department, retain faculty and staff, and attract new members. Errors related to the administration of the Head’s office could adversely impact departmental deadlines, work flows, and consultative practices, as well as those of the Faculty of Arts and other units on campus, which could lead to lost opportunities.
Supervision Received
Reporting to the Administrator, the incumbent works independently under broad direction. The Head and Administrator may provide direction when assigning new duties, facing an unusual or unique situation, or establishing procedures that might be controversial or have wide-ranging effects.
Supervision Given
The incumbent is responsible for mentoring staff, may be responsible for Work Learn student(s), and also orients new faculty, staff, or student employees into departmental routines and procedures.
Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.
Preferred Qualifications
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr8)
Job Title
Administrative Coordinator
Department
Program Administration | Department of Art History, Visual Art and Theory
Compensation Range
$4,739.00 - $5,102.00 CAD Monthly
Posting End Date
July 29, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
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
Providing advanced senior-level administrative coordination and support to the Department Head of the Department of Art History, Visual Art and Theory (AHVA). The incumbent manages all human resources processes for faculty members including reappointment, promotion and tenure, merit process for tenure/tenure-track/lecturer faculty members, and the retirement or recruitment of new faculty members, in addition to assisting the Administrator with student and staff human resources processes where appropriate. The incumbent provides wide-ranging executive support to the Head, including: preparing and coordinating a variety of correspondence and reports, coordinating the Head’s schedule and making travel arrangements for the Head and visitors to the department; financial planning for visiting artist and lecture programs and residencies, reporting, coordinating meetings, taking and distributing minutes, managing the calendar and communications for artist residencies and visiting programs, providing front desk support and instructing and training student employees. The Administrative Coordinator participates in event and program planning, and contributes directly to the policies and priorities of the department. The incumbent may also initiate or lead special projects on behalf of the Department Head or Administrator.
Organizational Status
Providing advanced senior-level administrative coordination and support to the Department Head of the Department of Art History, Visual Art and Theory (AHVA). The incumbent manages all human resources processes for faculty members including reappointment, promotion and tenure, merit process for tenure/tenure-track/lecturer faculty members, and the retirement or recruitment of new faculty members, in addition to assisting the Administrator with student and staff human resources processes where appropriate. The incumbent provides wide-ranging executive support to the Head, including: preparing and coordinating a variety of correspondence and reports, coordinating the Head’s schedule and making travel arrangements for the Head and visitors to the department; financial planning for visiting artist and lecture programs and residencies, reporting, coordinating meetings, taking and distributing minutes, managing the calendar and communications for artist residencies and visiting programs, providing front desk support and instructing and training student employees. The Administrative Coordinator participates in event and program planning, and contributes directly to the policies and priorities of the department. The incumbent may also initiate or lead special projects on behalf of the Department Head or Administrator.
Organizational Status
The department is housed in several buildings on the UBC-Vancouver Point Grey Campus: the Frederic Lasserre Building, Auditorium Annex A, the Wesbrook Building, B.C. Binning Studios, Dorothy Somerset Studios, and the Audain Art Centre. Based in the departmental administrative offices in the Frederic Lasserre Building, the Administrative Coordinator interacts frequently with AHVA’s twenty-four full-time faculty, sessional lecturers, adjuncts and visitors, postdoctoral fellows, graduate and undergraduate students, and twelve staff colleagues.
Reporting to the Administrator and Department Head, the incumbent works independently on most tasks, seeking guidance from the Head or Administrator with new and complex issues. The incumbent works with faculty, staff, students, and researchers and liaises with numerous University offices including the Faculty of Arts Dean’s Office, Faculty Relations, Human Resources, Arts Finance and Human Resources Service Centres, Payroll, Arts ISIT, and Arts Communications and Marketing.
Work Performed
- Provides day-to-day senior-level administrative support to the Department Head, which includes responding to complex inquiries, composing correspondence, and providing information of a complex nature on the Head’s behalf.
- Coordinates and works with the Head and Administrator to develop administrative policies and procedures for the department.
- Maintains the Head’s schedule of internal/external meetings and ensures all materials are prepared in advance of meetings, maintaining bring-forward items for the Head. Attends meetings and takes notes as appropriate.
- Provides secretarial support for Department, Visual Art Caucus, Art History Caucus, Guest Lecturer, and special AHVA faculty meetings; initiates calls for agenda items, gathers information, prepares agenda, takes minutes, and tracks follow-up items.
- Drafts and edits reports, compiling data and conducting routine research on various topics for the Head. Co-ordinates the process for Department Review, collecting and assembling data, compiling reports, scheduling visits, arranging meetings as directed by the Head and Administrator.
- Oversees and coordinates all aspects of the faculty selection and recruitment process: submits hiring plans to Faculty of Arts Dean’s Office, posts advertisements, manages applications on the intranet (AIR), manages committee communications on behalf of the Head and search committee(s), liaises with applicants, and schedules interviews, travel, hospitality, and accommodations.
- Develops annual and periodic postings for sessional and / or adjunct faculty and manages the recruitment process.
- Oversees and processes all faculty appointments and retirements, determines appointment type, prepares and tracks offer letters and all other tasks associated with the appointment.
- Provides advice and guidance to faculty members and resolves problems relating to Payroll, Human Resources, Faculty Relations, chairs of committees, candidates, department personnel, and the Dean’s Office.
- Co-ordinates faculty re-appointment, promotion and tenure review processes and handles the submission of faculty annual reports, and Merit and PSA procedures.
- Keeps record of faculty leaves and compiles this information for the department monthly calendar and Administrator and Head.
- Initiates and tracks human resources actions for student and staff appointments, as requested by the Administrator.
- Maintains the utmost professional and confidentiality standards regarding personnel issues and files.
- Oversees and updates orientation processes and material for new faculty and staff.
- Compiles and tracks faculty award nominations and successful awards.
- Organizes at least twenty department special events and programs over the year, such as artist-in-residence and visitor lectures, graduation receptions, book launches, departmental celebrations, etc., as requested by the Head or Administrator.
- Makes travel and accommodation arrangements and coordinates itineraries, assists in arranging visas, and prepares travel claims and other reimbursement claims for the Head, staff, visitors and guest artists/scholars.
- Coordinates Conflict of Interest submissions with the Head and assists with teaching administrative duties as needed.
- Provides mentoring to new staff and trains them to resolve routine and unique/complex problems.
- Works with the Administrator to carry out strategic goals and initiatives to create an effective team.
- Provides reception cover for the department, on average, one day a week.
- Performs other related duties, as required.
Consequence of Error/Judgement
This position is an important channel of communication between the Department Head, faculty, staff, students, potential hires, and special visitors, hence the ability to exercise diplomacy and discretion at all times is essential to uphold the reputation of the department, retain faculty and staff, and attract new members. Errors related to the administration of the Head’s office could adversely impact departmental deadlines, work flows, and consultative practices, as well as those of the Faculty of Arts and other units on campus, which could lead to lost opportunities.
Supervision Received
Reporting to the Administrator, the incumbent works independently under broad direction. The Head and Administrator may provide direction when assigning new duties, facing an unusual or unique situation, or establishing procedures that might be controversial or have wide-ranging effects.
Supervision Given
The incumbent is responsible for mentoring staff, may be responsible for Work Learn student(s), and also orients new faculty, staff, or student employees into departmental routines and procedures.
Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, 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
- Undergraduate degree in a relevant discipline is especially desirable.
- Knowledge of visual art, art history, and curatorial studies desirable.
- Training in office administration procedures including basic accounting, human resources, and communications best practices.
- Thorough knowledge of UBC Human Resources and UBC BOG Policies and Procedures guidelines, and ability to navigate Canadian government websites re: employment legislation.
- Effectively navigate within UBC Management Systems Portal Workday as well as ISIS, SISC, FSC, SEoT/Tableau, CourseEval/TeachEval system, CMS WordPress, Connect, and Microsoft OneDrive and Teams.
- Minimum of four years of related experience including experience with UBC Finance, or the equivalent combination of education and experience.
- Competencies: Knowledge of advanced functions in Microsoft Office, Outlook, Adobe, WordPress. Experience with UBC systems - Workday, Arts Service Centre ASC online submission, Faculty Service Centre FSC, Canvas, Pinnacle, Arts Internal Resources AIR.
- Facility with conducting and arranging virtual meetings and web conferencing
- Superior oral and written communication, interpersonal and organizational skills.
- Ability to deal with a diversity of people in a calm, courteous, and effective manner while adhering to established requirements.
- Exceptional interpersonal skills; strong oral and written communication and organizational skills. Ability to exercise judgment, tact, discretion and diplomacy.
- Knowledge of communication procedures, and strong commitment to keep up with best practices. Detail-oriented. Excellent composition as well as editing and proofreading skills. Website maintenance skills WordPress, HTML. Layout and design skills an asset.
- Ability to work with tight deadlines in a calm, effective manner and maintain high standards of work. Ability to effectively manage multiple tasks and priorities. Ability to develop and maintain cooperative and productive workplace relationships. Ability to demonstrate initiative and good judgment.
- Ability to work independently with minimal supervision as well as in a team environment. Ability to maintain accuracy and attention to detail. Ability to create and accurately maintain record and filing systems. Ability to determine the nature and urgency of inquiries and issues, and triage appropriately. Ability to communicate effectively verbally and in writing.
Report job
