Job Description
The Alma Mater Society (AMS) is the University of British Columbia’s (UBC) student society, and works to improve the academic, social and personal lives of the 56,000 UBC students at its Vancouver campus. The AMS also runs nine food and beverage outlets, a catering and conference operation, and the AMS Student Nest, providing on-campus employment opportunities and generating revenue that goes directly back into supporting the students at UBC.
Position title: Clubs Administrator
Reports to: Vice President, Administration & Associate Vice President, Administration
Supervises: None
Employee status: Hourly Exempt, Appointed
Length of term: May 4, 2026 – April 30, 2027
Hours per week: 20 hours per week
Compensation: $20.00 per hour
Position Purpose
The Clubs Administrator is responsible for handling the administrative and interpersonal duties related to the 350+ AMS Clubs in the AMS. They have to ensure that our AMS Clubs are receiving proper information, helping occasional club issues, updating and handling records related to clubs, managing club management databases and more. The Clubs Administrator is considered the main point of contact for our AMS Clubs or individuals seeking information regarding AMS Clubs.
Duties and Responsibilities
Assist with Club activities
Working with external organizations relevant to clubs
Allocate club offices,lockers, and storage spaces
Monitor use of offices and lockers and re-allocate when required
Handle the creation of new AMS Clubs and any questions or matters related to that
Liaise with the AMS Archivist/Researcher in regard to club history and constitutions
Oversee administrative needs as they arise, including club de-constitution, hard copy club files and organizing files, and maintaining the club constitution and club executive databases
Liaise with the Finance Committee regarding club records and accounts
Implement Clubs and Societies Committee and Building Operations Committee policies with respect to clubs
Assist the Vice-President Administration with their duties as required
Maintain (10) weekly office hours
Prepare a transition report for successor
Works with the AMS mission statement and values to operate a successful department
Other duties as required
Qualifications and Experience
Must be a currently registered student at UBC Vancouver or one of its affiliated colleges
May not be an executive, auxiliary, or staff of an AMS club, constituency or resource group
Strong organizational skills; detail-oriented
Professional conduct
Strong interpersonal and communication skills.
Strong conflict management skills.
Disclosure and sensitivity related training is considered an asset
Comfortable working within an anti-oppression framework to create a positive space for everyone
Enthusiastic, open-minded, and eager to get involved.
Problem solving skills
To Apply:
Please submit a resume and cover letter. Applications without a cover letter may not be considered.
Please note that the successful candidate must be available for orientation on May 4 and 5.
Application deadline: 11:59 pm April 12.
At the AMS, we believe that a diverse workforce enriches our organization and we value individual life experiences, knowledge and self-expression that different people bring. We actively seek to create an environment where all employees, regardless of their background, race, ethnicity, gender, age, ****** orientation, disability, or any other characteristics, feel valued, respected, and empowered to contribute their best. We warmly welcome and encourage individuals from any underrepresented group to apply for this position. We are dedicated to maintaining fair and inclusive practices in our hiring, promotion, and professional development processes to create the necessary conditions for a rewarding career.
Due to the large volume of resumes we receive at the AMS, we are only able to contact those we are interested in interviewing and cannot reply to email/phone/walk-in inquiries regarding application status
Position title: Clubs Administrator
Reports to: Vice President, Administration & Associate Vice President, Administration
Supervises: None
Employee status: Hourly Exempt, Appointed
Length of term: May 4, 2026 – April 30, 2027
Hours per week: 20 hours per week
Compensation: $20.00 per hour
Position Purpose
The Clubs Administrator is responsible for handling the administrative and interpersonal duties related to the 350+ AMS Clubs in the AMS. They have to ensure that our AMS Clubs are receiving proper information, helping occasional club issues, updating and handling records related to clubs, managing club management databases and more. The Clubs Administrator is considered the main point of contact for our AMS Clubs or individuals seeking information regarding AMS Clubs.
Duties and Responsibilities
Assist with Club activities
Working with external organizations relevant to clubs
Allocate club offices,lockers, and storage spaces
Monitor use of offices and lockers and re-allocate when required
Handle the creation of new AMS Clubs and any questions or matters related to that
Liaise with the AMS Archivist/Researcher in regard to club history and constitutions
Oversee administrative needs as they arise, including club de-constitution, hard copy club files and organizing files, and maintaining the club constitution and club executive databases
Liaise with the Finance Committee regarding club records and accounts
Implement Clubs and Societies Committee and Building Operations Committee policies with respect to clubs
Assist the Vice-President Administration with their duties as required
Maintain (10) weekly office hours
Prepare a transition report for successor
Works with the AMS mission statement and values to operate a successful department
Other duties as required
Qualifications and Experience
Must be a currently registered student at UBC Vancouver or one of its affiliated colleges
May not be an executive, auxiliary, or staff of an AMS club, constituency or resource group
Strong organizational skills; detail-oriented
Professional conduct
Strong interpersonal and communication skills.
Strong conflict management skills.
Disclosure and sensitivity related training is considered an asset
Comfortable working within an anti-oppression framework to create a positive space for everyone
Enthusiastic, open-minded, and eager to get involved.
Problem solving skills
To Apply:
Please submit a resume and cover letter. Applications without a cover letter may not be considered.
Please note that the successful candidate must be available for orientation on May 4 and 5.
Application deadline: 11:59 pm April 12.
At the AMS, we believe that a diverse workforce enriches our organization and we value individual life experiences, knowledge and self-expression that different people bring. We actively seek to create an environment where all employees, regardless of their background, race, ethnicity, gender, age, ****** orientation, disability, or any other characteristics, feel valued, respected, and empowered to contribute their best. We warmly welcome and encourage individuals from any underrepresented group to apply for this position. We are dedicated to maintaining fair and inclusive practices in our hiring, promotion, and professional development processes to create the necessary conditions for a rewarding career.
Due to the large volume of resumes we receive at the AMS, we are only able to contact those we are interested in interviewing and cannot reply to email/phone/walk-in inquiries regarding application status
💡 Quick Summary
Seeking a career-building opportunity? The Club administrators position is now open for candidates interested in the Back Office Jobs sector. This role in Vancouver offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Back Office Jobs is a plus.
