Operations and Facilities Assistant

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

Job Title

Operations and Facilities Assistant

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Family Group

Staff - Union

Department

Facilities and Operations | Resources and Operations | UBC Sauder School of Business

Compensation Range

$4,719.00 - $4,960.00 CAD Monthly

Job End Date

Ongoing

Posting End Date

October 30, 2026

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

Job Description Summary

UBC Sauder School of Business is one of the world's leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

As a key member of the UBC Sauder's Resources and Operations team, the Operations and Facilities Assistant plays an important role in creating exceptional environments for the UBC Sauder community. Through day-to-day operational and facilities support across the Henry Angus, David Lam and Powerhouse buildings, the role helps ensure our spaces are welcoming, safe, well-maintained and ready to support outstanding teaching, learning, research and work.

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.

Working collaboratively with internal departments, service providers, contractors, and other stakeholders, the role facilitates the timely resolution of operational matters and supports the continuity and effective functioning of school facilities and services.

Organizational Status

Reports to the Facilities Manager. Interacts extensively with faculty, staff, students, university service units, external contractors, suppliers, and vendors.

Work Performed

The work performed lists a wide range of duties shared amongst a team; the frequency of the duties differs based on operational needs. This role will provide back-up coverage to the Concierge role.

Operations Support

• 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 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