Operations and Facilities Assistant - UBC, Vancouver

The opportunity

UBC Sauder School of Business is one of the world's leading business faculties, consistently ranking among the top 100 globally and recognized for research, learning, and unmatched global partnerships. As a key member of the UBC Sauder Resources and Operations team, the Operations and Facilities Assistant plays an important role in creating exceptional environments for the UBC Sauder community across the Henry Angus, David Lam and Powerhouse buildings.

Your impact

The position exercises sound judgment in assessing operational priorities, resolving day-to-day facilities and service issues, coordinating resources, and responding to competing and emerging requirements while working collaboratively with internal departments, service providers, contractors, and stakeholders.

• Acts as the first point of contact for UBC Sauder reception, responding to complex enquiries from students, faculty, employees and other stakeholders.
• Handles sensitive and confidential matters with discretion and navigates challenging interactions professionally and constructively.
• Coordinates complex administrative processes and day-to-day operations for the unit.
• Oversees office space requirements, assesses requests for changes, analyzes current and future needs, and makes recommendations.
• Maintains school stationery supplies and inventory, researching and recommending products and suppliers.
• Coordinates the school's mail and courier operations, maintaining receipt and collection records.
• Leads procurement for UBC Sauder branded promotional items, researching suppliers, obtaining quotes, and establishing purchase orders.
• Administers and oversees building, office, laboratory, and lounge access for students, faculty, and staff.
• Coordinates equipment, billing, and telecommunications setup and charges for incoming and outgoing employees.
• Maintains the security and confidentiality of sensitive files and information, including exams.
• Performs financial duties, ensuring accurate and timely transactions and payments.
• Researches and compiles data to inform management decisions and support school goals.
• Represents the unit by serving on and providing support to various committees.
• Proactively identifies operational needs and opportunities for greater efficiency.
• Provides administrative support to unit managers including meeting coordination, AV needs, room bookings, and documentation.
• Provides guidance and training on administrative systems and processes and develops standard operating procedures.
• Triages and coordinates facilities-related requests, tracking service requests and preparing recommendations.
• Coordinates and oversees office moves, furniture installations, and related space requirements.
• Assesses and timely responds to security breaches and safety concerns related to UBC Community Safety.
• Serves as Floor Warden during emergencies, coordinating and directing emergency response procedures.
• Maintains the work request system, tracking requests through to completion.
• Reports and follows up on maintenance issues, urgent repairs and emergencies to the UBC Facilities Service Centre.
• Plans, schedules, and conducts regular building inspections, identifying maintenance deficiencies and safety concerns.
• Coordinates event set-up and tear-down, assessing feasibility and safety of floor plans and room layouts.
• Ensures classrooms and event spaces are appropriately configured for scheduled classes and activities.
• Maintains storage areas and inventories, recommending items for disposal or reallocation.
• Communicates planned and unplanned service disruptions and construction projects to the school.
• Coordinates directly with UBC and external trades on facility projects and maintenance activities.
• Provides back-up coverage for the Concierge role and within the unit as requested.

Qualifications

Candidates must meet the minimum education and experience requirements, along with demonstrating professional attributes and relevant preferred skills.

• High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.
• Willingness to respect diverse perspectives, including perspectives in conflict with one's own.
• Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.
• Experience working in a university or large, complex organization is an asset.
• Knowledge of university systems such as Workday, Scientia, and Canvas is an asset.
• Experience coordinating facilities or maintenance requests.
• Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, Outlook, One Drive, and SharePoint.
• Strong oral and written communication skills.
• Ability to type 60 w.p.m. and operate normal range of office equipment.
• Excellent interpersonal and customer service skills with the desire to assist others.
• Ability to be adaptable and flexible to assist in different areas.
• Ability to organize and prioritize work on a day-to-day basis, multitask, and meet deadlines.
• Demonstrated ability to exercise judgement, initiative, discretion, diplomacy, and tact.
• Ability to work well under pressure and adapt to changing priorities and/or schedules.
• Ability to maintain accuracy and attention to detail.
• Ability to analyze, problem solve and troubleshoot situations accurately and adopt an effective course of action.
• Ability to work independently and as part of a team.
• Ability to maintain effective working relationships with individuals in all levels of the organization.
• Ability to interpret policies and procedures.
• Ability to work flexible hours, including evenings and weekends.
• Ability to lift up to approximately 60 lbs.