Administrative Assistant

Responsibilities

• Provide confidential administrative and financial support to the Recreation Leadership Team and the Senior Manager of Fitness and Recreation Services
• Process and reconcile financial documents including expense requests, travel requisitions, purchase orders, deposits, and invoices
• Reconcile cash, credit, and debit payments and refunds while tracking accounts receivable
• Enter program and facility rental data into the Xplor Recreation software database with high accuracy
• Coordinate office routines including mail distribution, room bookings, catering arrangements, and supply ordering
• Arrange meetings and seminars by coordinating schedules and preparing agendas and minutes
• Assist with website updates using CSS, HTML, WordPress, or Drupal
• Maintain electronic and physical filing systems for financial transactions and audit purposes
• Respond to telephone, email, and in-person inquiries in a professional and timely manner

Requirements

• High School graduation plus one year of post-secondary education
• Three years of related administrative experience
• Intermediate proficiency in MS Office (Word, Excel, Outlook, PowerPoint)
• Typing speed of at least 60 WPM
• Demonstrated commitment to equity, diversity, and inclusion

Preferred Qualifications

• Training in office procedures and bookkeeping practices
• Experience working in a fast-paced environment
• Experience with Xplor Recreation software
• Strong ability to multi-task, prioritize, and maintain attention to detail under pressure
• Excellent verbal and written communication skills in business English
• Ability to exercise tact and discretion when handling sensitive and confidential information
• Ability to work flexible hours, including evenings and weekends

About the Company

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. UBC is a leading employer in British Columbia and Canada, committed to fostering an inclusive community that supports inspired students, faculty, and staff in their journey of discovery.