Overview
Co op Administrative Assistant Jobs in Kelowna, Canada at The University of British Columbia
Staff
– Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried
– Support Services Assistant II Job Title Co op Administrative Assistant Department UBCO | Program Support | Academic and Career Development Compensation Range $4,695.00 – $5,385.00 CAD Monthly Posting End Date August 18, 2026
Note:
Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing
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 This position supports the daily operations of the UBC Okanagan Co-operative Education Program, an Interfaculty Experiential Learning Program supporting undergraduate students from;
The Faculty of Science, The Faculty of Arts and Social Sciences, Faculty of Creative and Critical Studies, and Faculty of Health and Social Development. The UBC Okanagan Co-op Program works with 3rd and 4th Year students who have elected to pursue Co-op as part of their Undergraduate experience;
Co-op is a paid opportunity for students to gain professional, real-world experience relevant to their future career and academic goals. The Program collaborates with local, national, and international employers from all sectors of the economy. The Co-op Administrative Assistant is responsible for core financial management, administrative and support functions of the Co-op Education Program critical to the overall execution of the program.
The Co-op Administrative Assistant is required to maintain a high-level of professionalism when interacting with stakeholders (students, community partners and faculty and staff across campus) via email, over the phone, and in person.
Organizational Status This position reports to the Manager of Co-operative Education and works closely with and may take direction from the Co-op and Career Coordinator(s) as well as the Managers of Career Development and Business Development. This position will also work with members the Faculty s Programs Office, Research Office and Administration Office, and may take direction from senior managers in the Faculty.
Responsibilities Provides administrative support to the Interdisciplinary Co-op Office program:
Receives and responds to student meeting requests, arranging time in Co-op and Career Coordinator(s) calendar and during office hours
Maintains records of contacts in the internal database CRM (i.e. Maximizer)
Provides regular maintenance to the Co-op website, using Wordpress
Arranges the student Co-op application process in September/October
Maintains the online application form for program intake and compiles complete student applications for review by the Co-op and Career Coordinator(s)
Oversees the recruitment process logistics: maintaining a database and schedule for intake interview scheduling, collecting, tracking and recording payment of Co-op Fees
Assists with creating formal documentation and letters for students and employers (i.e. work permit/visa support, formal acceptance letters)
Pre-plans and preparation for campus-wide career activities that incorporate opportunities for students to network with community members and fellow UBC students; learn about career options and build their networks; these events include:
Career Days, National Co-op Week, and CPA Fall Recruitment.
Pre-plans and preparation for orientation and information sessions for students, as well as staff and faculty
Arranges materials and registration details for Co-op promotion and outreach activities at various events both on and off campus.
Assists with workshops and activities for co-op students by overseeing logistics including: booking rooms, organizing catering and gathering materials (i.e. nametags, supplies, sign-in sheets), and working with key departments across campus (i.e. Audio Visual needs, space booking)
Gathers data for reporting on student work term statistics, community partner profiles, local, national and international work experience and stats regarding key program information such as posted positions, application rates, etc.
Finance and Accounting Support:
Creates financial documents/requisitions; performs accurate and timely data entry of financial documents (cash deposits, journal vouchers, creating invoices for payment, travel claims, professional development funding and purchasing requisitions) using the Online Payment Tool (OPT), FMS Smart Forms, purchase requisitions and journal vouchers. Uses knowledge of UBC policy and practice to make decisions during document preparation. Reconciles UBC Visa transactions for the UBC Co-op Office Visa cardholders;
assists with Visa transaction questions and anomalies. Supports UBC Okanagan Co-op Office users of OPT system by resolving OPT issues regarding…
Title: Co op Administrative Assistant
Company: The University of British Columbia
Location: Kelowna, Canada
Category: