Administration and Projects Specialist

Job Title Administration and Projects Specialist

Job Category M&P - AAPS

Job Profile AAPS Salaried - Administration, Level A

Job Family Group Staff - Non Union

Department Leadership | Pension Office | Central Human Resources

Compensation Range $6,143.67 - $8,830.25 CAD Monthly The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Job End Date

Ongoing

Posting End Date November 8, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

This position is subject to the satisfactory completion of required background checks

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

The Administration and Projects Specialist supports the effective day-to-day administration of the UBC Faculty and Staff Pension Plans (“The Plans”) by managing projects, and administrative operations across pension administration and governance functions. The role also manages onboarding, offboarding for employees and Board members, performs data analysis and contributes to the continuous improvement of processes and controls.

The role supports operational continuity and risk mitigation through effective records management, system access coordination, adherence to privacy requirements, and the ongoing management, organization and digitization of pension, operational and governance records to improve accessibility and security.

The Plans are a significant component of UBC’s employee value proposition, supporting recruitment and retention strategies, and financial security and wellbeing. The Plans help staff and faculty invest and save for their financial future and enhance retirement readiness. The UBC Staff Pension Plan is a target benefit plan with over 19,000 members and an asset value of approximately $3 Billion.

The UBC Faculty Pension Plan is a defined contribution pension plan with just over 7,200 members and an asset value of approximately $4 Billion. Both pension plans are administered by the UBC Pension Administration Office (PAO) under the direction of the Staff Pension Plan Board and the Faculty Pension Plan Board (“Pensions Boards”) and in partnership with the Vice-President, Human Resources (VPHR) portfolio.

Organizational Status

This position reports to the Director, Pensions. Works collaboratively with colleagues and peers within the PAO. The position also works with external vendors and service providers as required.

Working independently and under general direction, the Administration and Projects Specialist manages complex information, supports secure access to systems and materials, and works collaboratively with internal teams to ensure consistency, accuracy and operational continuity.

Work Performed

Projects, Documentation and Governance Support

• Leads and coordinates special projects and initiatives on behalf of the Director, Pensions, Executive Directors and senior leadership, ensuring completion is in line with established objectives and timelines. Ensures projects continue to move forward.
• Develops project plans, timelines and deliverables for assigned projects and initiatives.
• Conducts research to support project planning, analysis and decision-making.
• Prepares project reports, summaries, presentations and supporting materials to inform leadership and project stakeholders.
• Monitors project progress, identifies risks, dependencies, issues or potential delays, and brings matters requiring attention to the appropriate leader.
• Responsible for the organization, digitization, access, retention and retrieval of operational, onboarding and governance records in accordance with privacy legislation, records management requirements and pension governance standards.
• Develops and oversees document control practices and identifies documentation gaps, risks or inconsistencies, supporting appropriate corrective actions and improvements.

Office Operations

• Manages and coordinates core office operational functions, including building access administration, security protocols, alarm systems and workspace readiness, to ensure a secure and fully functioning work environment.
• Oversees the planning and delivery of special projects related to office operations and administrative functions, coordinating activities, tracking progress and ensuring completion in line with operational needs.
• Manages office equipment and service agreements, including vendor negotiation, and service issue resolution.
• Manages and facilitates troubleshooting of staff and leadership email, phone and basic technology access issues by working with UBC IT and service providers to ensure timely resolution and continuity of operations.
• Develops, maintains and regularly reviews office-related procedures and operational documentation to ensure accuracy, consistency and alignment with internal controls and requirements.
• Acts as the primary operational point of contact for routine office issues, assessing impacts, coordinating timely responses and escalating risks or recurring issues as appropriate.
• Performs other duties and assists the office administration team as required.

Onboarding and Offboarding Programs

• Manages onboarding and offboarding activities for PAO employees, Board members, and Trustees, ensuring timely provisioning and removal of access to systems, information and resources in accordance with security and privacy requirements.
• Develops, maintains and updates onboarding and offboarding procedures and related administrative resources.
• Manages onboarding and offboarding processes, ensure timely updates and align content with approved messaging, access controls, compliance requirements and applicable UBC policies.
• Manages and administers the Board portal, including coordinating onboarding and offboarding access, and ensuring governance content is current and appropriately secured.
• Creates onboarding and offboarding content for different audiences, including employees, Executive Directors and Board members, ensuring information is clear, logically sequenced and easy to navigate.

Data Analysis & Continuous Improvement

• Leads the development and delivery of training related to key risk areas and/or operational functionality (e.g., privacy, cybersecurity, records management, UBC and HR policies, and Workday functionality), working with internal stakeholders and/or subject matter experts to support compliance, awareness, and consistent application of policies and procedures.
• Support continuous improvement initiatives through comprehensive research, data analysis, and recommending enhancements to onboarding processes, documentation practices, and operational workflows.
• Prepare summaries, reports, and supporting materials to inform leadership, operations and communications teams.
• Performs other related duties as required.

Consequence of Error/Judgement

The Administration and Projects Specialist exercises judgment when managing sensitive information, onboarding processes, system access, and operational documentation in a highly regulated pension environment. Errors or omissions, such as incorrect information provided during onboarding, improper handling of confidential records, inaccurate documentation, or inappropriate access to systems or materials, could result in privacy breaches, regulatory non‑compliance, reputational impact, operational disruptio