Purchasing Assistant

The University of British Columbia; Vancouver; Hybrid; CAD 51,000 - 53,000; Full time

Job summary

The University of British Columbia is seeking a Purchasing Assistant to support procurement and logistics within the Quantum Matter Institute. You will use Workday daily to process purchases, verify funds, and collaborate with SBQMI staff to prepare RFP specifications for purchases.

Preferred candidates have Workday experience and procurement knowledge, excellent communications, and strong record-keeping skills. The role involves cross-functional teamwork in a dynamic research environment.

Qualifications

• Advanced experience using Workday financial management systems is strongly preferred.
• Knowledge of procurement is preferred.
• Ability to effectively use Microsoft Office products.

Responsibilities

• Uses Workday daily for procurement and purchasing tasks and verifies funds.
• Prepares specifications for purchases requiring RFPs and works with vendors to ensure quotes meet guidelines.
• Keeps detailed records of purchases, processes purchase orders, and tracks invoices for timely payment.

Skills

Workday experience

Procurement knowledge

Microsoft Office

Education

High School graduation and one year post secondary education

Job description

Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Financial Proc. Spec 3 (Gr4) Job Title Purchasing Assistant Department Research Services | Quantum Matter Institute | Faculty of Science Compensation Range $4,281.00 - $4,386.00 CAD Monthly Posting End Date September 15, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date March 31, 2028 At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Work Performed

• Uses Workday on a daily basis for procurement and purchasing tasks.
• Uses Workday to verify that speed charts are valid and have sufficient funds.
• Works closely with UBC Supply Management and with SBQMI staff/faculty to prepare specifications for purchases requiring request for proposals (RFP s).
• Works closely with vendors to ensure that quotes are Canada Foundation for Innovation (CFI) valid when required or to be compliant with UBC, SBQMI and funding agencies guidelines.
• Works closely with vendors to ensure that quotes are accurate and shipping/receiving contact information has been correctly entered.
• Orders equipment for members of the department, may also order supplies and consumables.
• Processes purchase order requisitions for off-campus and on-campus suppliers.
• Ensures that all appropriate back-up documentation is provided to support purchases made and received on behalf of SBQMI.
• Keeps detailed records for each purchase.
• Tracks multiple invoices for orders and liaises with finance staff to ensure invoices are authorized for payment in a timely manner.
• Reconciles departmental purchase card(s) per UBC policy, and procedures.
• Liaises with finance staff to reconcile accounts and track budgets for various for various procurement projects.
• Performs other tasks related to purchasing, as required.

Logistics

• Responsible for shipping/receiving activities including the notification of recipients when orders are received; preparing receiving reports.
• Works with couriers, customs brokers and other interested parties to ensure that items clear customs.
• Requests and schedules pick up of goods by courier/dispatch.
• Notifies vendors of incorrect shipments and broken/defective goods and obtains authorization for return and/ or replacement.
• Takes follow-up action with vendor to correct shortages, damaged or defective goods, shipping delays and back orders.
• Performs other tasks related to logistics as requested.

Equipment Inventory / Facilities and Services

• Coordinates internal charge-back systems and prepares paper work to recover costs.
• Tracks new/old equipment - keeps records of serial numbers, warranty expiration dates, warranty returns.
• Produces regular control reports as requested.
• Other tasks, as required, related to SBQMI equipment inventory and related facilities and services

Consequence of Error/Judgement

To retain its standing as a UBC Centre of Excellence, SBQMI must demonstrate its potential to move from internationally excellent to globally exceptional, both in terms of academic impact and translational impact. Ultimately, errors in judgement that lead to the inability to complete research projects in a timely and effective manner could mean that SBQMI Centre of Excellence will not meet the required deliverables to secure additional funding and/or revenues. Poor decisions or errors in judgement may also result in delays in experiments and research, experiments being postponed or cancelled.

Supervision Received

Works independently, in consultation with the Operations Manager and faculty/staff members.

Supervision Given

Not required to supervise.

Minimum Qualifications

• 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

Preferred Qualifications

• High School graduation and Completion of one year post secondary education in a related field. 3 years of related experience or the equivalent combination of education and experience.
• Advanced experience using Workday financial management systems is strongly preferred.
• Knowledge of procurement is preferred.
• Training in office procedures and practices would be an asset.
• Knowledge of university policies and procedures, as well as experience working with researchers is preferred.
• Ability to effectively use Microsoft Office products.
• Demonstrated ability to work effectively with members of staff, faculty, and senior management.
• Strong oral and written communication and interpersonal skills.
• Demonstrated ability to manage complicated purchases.
• Ability to work both independently and within a team environment.
• Ability to gather, record, and organize information as well as ability to create and maintain records and filling systems.
• Ability to perform work with a high degree of accuracy and strong attention to detail.

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [e-mail].