Facilities Operations Specialist

University of British Columbia; Electoral Area A; On-site; CAD 53,000 - 55,000; Full time

Job summary

UBC Sauder School of Business located at the Vancouver Point Grey campus seeks an Operations and Facilities Assistant. This role supports day-to-day operations across Henry Angus, David Lam and Powerhouse buildings, ensuring spaces remain welcoming, safe and well-maintained to support teaching, learning and research.

As part of the Resources and Operations team, you will coordinate access, mail, procurement, and space planning while handling confidential information with discretion and promoting

Responsibilities

• Acts as the first point of contact for UBC Sauder reception, responding to complex enquiries from students, faculty, employees and other stakeholders. Coordinates responses based on extensive knowledge of UBC and UBC Sauder operations and resolves complex issues as they arise.
• Handles sensitive and confidential matters with discretion and navigates challenging interactions with faculty, employees, students, and visitors professionally and constructively.
• Coordinates complex administrative processes and day-to-day operations for the unit; exercising initiative and judgment to manage changing and competing priorities and ensure operational needs are met.
• 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 schools mail and courier operations, maintaining receipt and collection records to ensure timely, accurate and secure distribution and processing.
• Leads procurement for UBC Sauder branded promotional items, researching and evaluating suppliers, obtaining quotes, partnering with Marketing and Communications, and establishing purchase orders in accordance with procurement requirements.
• Administers and oversees building, office, laboratory, and lounge access for students, faculty, and staff, including key card access, office access, and alarm codes. Assesses access requirements, authorizes requests in accordance with security protocols, and resolves access issues and security concerns while maintaining school's security and integrity.
• Coordinates equipment, billing, and telecommunications setup and charges for incoming and outgoing employees; maintains related databases and records.
• Maintains the security and confidentiality of sensitive files and information, including exams, and ensures appropriate filing, storage and disposal.
• Performs financial duties, ensuring accurate and timely transactions and payments; liaises with the Finance Strategy and Support Office to resolve payment issues.
• Researches and compiles data to inform management decisions and to support goals and initiatives of the department and the school.
• Represents the unit by serving on and providing support to various committees.
• Proactively identifies operational needs and opportunities for greater efficiency and recommends changes in res

Job description

UBC Sauder School of Business located at the Vancouver Point Grey campus seeks an Operations and Facilities Assistant. This role supports day-to-day operations across Henry Angus, David Lam and Powerhouse buildings, ensuring spaces remain welcoming, safe and well-maintained to support teaching, learning and research.

As part of the Resources and Operations team, you will coordinate access, mail, procurement, and space planning while handling confidential information with discretion and promoting