This role at the University of British Columbia's Faculty of Dentistry involves efficient, safe, and cost-effective inventory management for the Nobel Biocare Oral Health Centre. The Assistant Storekeeper coordinates procurement, manages inventory, and oversees clinical and laboratory supplies and equipment. This position ensures continuity of clinical and teaching activities by managing ordering processes, shipping, receiving, inventory control, and financial tracking of purchases. The role maintains optimal stock levels, ensures compliance with university policies and safety regulations, and acts as a key liaison with faculty, staff, students, vendors, and internal teams. The Assistant Storekeeper will ensure accurate record-keeping, reporting, and delivery of high-quality, customer-focussed service within a complex academic clinical environment. This position reports to the Senior Facilities Manager and works closely with various university departments and external vendors.
Errors in procurement, inventory management, or financial processing could disrupt clinical care, teaching activities, and research operations. Failure to maintain appropriate stock levels or accurately track and distribute supplies may lead to operational inefficiencies or increased costs. Inaccurate financial reconciliation or purchasing errors could result in budget overruns or non-compliance with policies. Failure to adhere to safety regulations could pose health risks and reputational damage. This position requires sound judgement, attention to detail, and adherence to established procedures to ensure safe, compliant, and uninterrupted operations.
Key Responsibilities
You will oversee the day-to-day operations of the Oral Health Centre Stores, ensuring efficient and safe service delivery. This includes coordinating the procurement of clinical, laboratory, and research supplies, instruments, and equipment according to Faculty policies and budget requirements. You will process purchase requisitions in Workday for orders over $3,500 and manage other purchases through approved methods, tracking orders and liaising with vendors to resolve discrepancies, delays, and backorders. Responsibilities also include managing the receiving, verification, stocking, and distribution of goods to clinical, academic, and research units in line with inventory protocols within the OHC.
You will maintain optimal inventory levels through monitoring, forecasting, and periodic counts, ensuring accurate tracking and organised storage within the OHC. This role involves maintaining accurate financial and inventory records specific to clinic purchases and expenses, performing annual inventory counts, and supporting reconciliation, variance analysis, and audit readiness. You will ensure compliance with safety regulations and university policies regarding the handling and storage of materials. You will also administer instrument and equipment leasing programs, including tracking, distribution, maintenance coordination, and documentation.
Developing and maintaining inventory systems, tracking tools, and reports to support operational planning and decision-making is a key function. You will collaborate with CSD supervisors and program leads to identify supply needs and support clinical and academic requirements. You will provide guidance to staff and students on inventory procedures, ordering processes, and the safe handling and disposal of regulated materials. Identifying and implementing process improvements to enhance procurement efficiency and service delivery, along with coordinating special deliveries and reporting inventory and forecasting data to FoD Finance, are also part of your duties.
What You'll Bring
You will have a high school graduation and a minimum of two years of related experience in inventory control, procurement, or stores operations, or an equivalent combination of education and experience. Solid knowledge of purchasing processes, shipping and receiving, and inventory systems is essential. Experience with financial transactions such as invoice processing or reconciliation is also required. You should be willing to respect diverse perspectives, including those in conflict with your own, and demonstrate a commitment to enhancing your own awareness, knowledge, and skills related to equity, diversity, and inclusion.
Preferred qualifications include post-secondary education in Business Administration, Supply Chain, Logistics, or a related field, or an equivalent combination of education and experience. Experience in procurement, inventory management, or stores operations within a dental clinical, laboratory, or teaching environment is highly valued. A working knowledge of financial processes like invoice processing, reconciliation, and basic budget tracking is an asset. Proficiency with inventory systems, databases, and Microsoft Office applications, particularly Excel, is preferred. Knowledge of the safe handling, storage, and disposal of clinical, laboratory, or regulated materials is also beneficial.
You should possess the ability to coordinate multiple tasks, prioritise effectively in a high-volume, fast-paced environment, and identify and resolve routine operational issues while escalating as required. Strong organisational skills and the ability to maintain accurate records and reporting systems are crucial. Effective verbal and written communication skills are necessary to interact with faculty, staff, students, and external vendors. The ability to safely operate step ladders and perform light material handling (up to 10 lbs) in compliance with occupational health and safety standards is required. You will be able to work effectively both independently and as part of a team, providing quality service in a courteous, patient, and professional manner, and utilising standard office software and inventory or database systems.
