Administrative Coordinator

ORGANIZATION:
The Department of Art History, Visual Art, and Theory at the University of British Columbia

DEADLINE:
July 29, 2025

ORGANIZATION DESCRIPTION:
The Department of Art History, Visual Art, and Theory (AHVA) at the University of British Columbia invites applications for the CUPE 2950 Administrative Support 4 position of Administrative Coordinator, with an anticipated start date in September 2025. This position is full time and offers a $56,868 minimum annual salary plus benefits.

WEBSITE:
http://ahva.ubc.ca

JOB DESCRIPTION:
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 correspondence and reports, coordinating the Head’s schedule, and making travel arrangements for the Head and visitors. Additional responsibilities include financial planning for visiting artist and lecture programs and residencies, reporting, coordinating meetings, managing communications for artist residencies and visiting programs, and instructing and training student employees. The Administrative Coordinator participates in event and program planning, and may initiate or lead special projects on behalf of the Department Head or Administrator.

RESPONSIBILITIES:

• Provides senior-level administrative support to the Department Head, including handling complex inquiries and correspondence.

• Coordinates administrative policies and procedures with the Head and Administrator.

• Manages the Head’s schedule, meeting materials, and takes notes as needed.

• Supports department and faculty meetings, including preparing agendas and taking minutes.

• Drafts and edits reports, compiles data, and conducts research.

• Coordinates Department Review processes.

• Oversees all aspects of faculty selection and recruitment, including postings, application tracking, interviews, and travel logistics.

• Manages recruitment and appointment processes for sessional/adjunct faculty.

• Advises faculty on HR issues, payroll, and policies; liaises with Faculty Relations and Dean’s Office.

• Manages reappointment, promotion and tenure reviews; coordinates submission of faculty annual reports.

• Tracks faculty leaves and maintains monthly calendars.

• Initiates HR actions for student/staff appointments, as needed.

• Maintains confidential personnel files and orientation materials.

• Tracks faculty awards and nominations.

• Organizes departmental events and special programs throughout the year.

• Arranges travel, accommodations, itineraries, visas, and reimbursement claims.

• Coordinates Conflict of Interest submissions and assists with teaching admin duties.

• Mentors and trains new staff; assists in team strategy development.

• Provides front desk coverage approximately once per week.

• Performs other related duties as required.

QUALIFICATIONS:
Minimum Qualifications:

• High School graduation plus a two-year post-secondary diploma, and four years of related experience or equivalent combination of education and experience.

• Willingness to respect diverse perspectives and enhance awareness of equity, diversity, and inclusion.

Preferred Qualifications:

• Undergraduate degree in a relevant discipline desirable.

• Knowledge of visual art, art history, and curatorial studies desirable.

• Training in office administration, including HR and accounting best practices.

• Knowledge of UBC HR and BOG policies, Canadian employment legislation.

• Familiarity with UBC systems (Workday, FSC, Canvas, WordPress, etc.).

• Experience with Microsoft Office, Adobe, HTML, layout and design.

• Skilled in conducting virtual meetings/web conferencing.

• Excellent oral and written communication and organizational skills.

• Ability to manage multiple priorities, work independently, and maintain confidentiality.

• High attention to detail and ability to manage tight deadlines effectively.

HOW TO APPLY:
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds under the B.C. Human Rights Code.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Please refer to the full posting and apply online at http://www.hr.ubc.ca/careers-postings/staff.php under JOB ID JR21642 or https://ubc.wd10.myworkdayjobs.com/ubcstaffjobs/job/UBC-Vancouver-Campus/Administrative-Coordinator_JR21642. Applications close at 11:59 pm on July 29, 2025. Inquiries can be directed to Andrea Tuele, Administrator, at andrea.tuele@ubc.ca.

REMUNERATION:
$56,868 minimum annual salary plus benefits