Administration Assistant

The University of British Columbia School of Nursing, part of the Faculty of Applied Science, holds the distinction of being Canada’s first university nursing school, continues to lead in nursing education, research, and clinical practice. With a strong foundation in health equity, social justice, and community engagement, the School offers a full range of innovative programs, including the Master of Nursing – Nurse Practitioner (MN-NP) Program.

To enhance accessibility and address healthcare demands across British Columbia, the MN-NP program is offered both at UBC’s Vancouver campus and at a secondary site in Surrey’s City Centre 1. This site provides students in the Fraser Health region and surrounding communities with a convenient, high-quality learning environment. The program combines in-person instruction, online coursework, and clinical placements.

• Performs office administration tasks such as: reception duties, mail, deliveries, reserving meeting rooms, replenishing office supplies, and confidential shredding. Provides support to faculty & staff, students, and visitors. Coordinates moves, event setup services, building access, parking, security, and after hour non-emergencies, and emergencies.
• Reports and coordinates minor building repairs in a timely manner (ie. broken facets, locks and doors, etc), and ensures an immediate response to emergency or major building issues (ie. leaks, security breaches).
• Coordinates and liaises with commercial strata/property manager for mandatory inspections (ie. fire protection equipment) within the strata lot. Coordinates building service requests such as plumbing repairs, light fixtures re-lamping, HVAC controls, power outages, pest management, and other related maintenance requests. Coordinates any additional custodial services, supplies and additional waste disposal.
• Escalates and communicates any strata related issues brought up directly to the School of Nursing, communicates and informs Facilities.
• Organizes and maintains clinical teaching spaces: daily setup, teardown, tidying, and equipment upkeep. Maintains storage areas for teaching and exam equipment.
• Provides real-time operational, instructional, and technical support during classes, troubleshooting AV and videoconferencing issues, assisting faculty and external instructors, and coordinating with APSC IT to ensure seamless classroom and meeting room experiences. Supports computer-based exams: troubleshoot login issues, supply laptops, and liaise with IT administrators. 
• Prepares and restores rooms for practical exams, admissions interviews, and NP program events (e.g., Capstone Conference, Orientation, Induction Ceremony, Graduation Social).
• Responsible for clinical equipment inventory, submit purchase requests, track expenses under supervision and approval of the Operations Manager.
• Fulfills space-and-equipment requests from course coordinators, faculty, and external instructors.
• Assists in creating digital teaching materials: AV setup for recordings, video editing, and uploading to Canvas or other appropriate Learning Management System.
• Performs other related duties as required.

Consequence of Error/Judgement
Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgment to determine which of many methods are applicable in any given situation. There are a variety of job tasks requiring ongoing prioritization. Responsibilities and work situations are broader in scope, with limited opportunity for standardized solutions. New or unusual problems are referred to supervisor.

Supervision Received
Works independently under minimal supervision. Performs most duties independently occasionally consulting supervisor with reference to new or complex problems.

Supervision Given
No supervision given.

• High school graduation, plus 1 year of post-secondary education, plus 4 years of related experience; or an equivalent combination of education and experience.

• Ability to compose complex correspondence.

• Effective communication skills.

• Ability to exercise tact and discretion with faculty, staff, students and the public in giving and obtaining information, explaining practices and procedures.

• Ability to coordinate and direct the work of others.

• 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

• Undergraduate degree in a relevant discipline is preferred.
• Customer service skills and awareness of cultural sensitivities.
• Enthusiastic, organized, and responsible - the ideal candidate is able to adapt to working with the different personalities of those who work in the School and external instructors in order to best accommodate to their needs.
• Relevant experience includes a demonstrated high level of customer service excellence, some familiarity with audio-visual hardware and software.
• Previous experience working with educational professionals, or employment in a University will be an asset.
• Knowledge and experience supporting audio-visual hardware and software procedures and practices. Physical ability to perform the duties of the job. (e.g., lifting, standing)