Operations and Facilities Assistant

University of British Columbia · Vancouver · CA$4,719–CA$4,960/month (stated in the posting)

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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 response to changing departmental demands.
• Provides administrative support to unit managers including coordination of meeting invites, AV needs, room bookings/set-up, hospitality, documentation, reports, agendas, presentation materials, etc.
• Provides guidance and training on administrative systems and processes and develops and maintains standard operating procedures.

Facilities Support

• Triages and coordinates facilities-related requests, assessing needs, determining appropriate actions, preparing and tracking service requests, recommending improvements, and referring matters requiring cost approval to the Facilities Manager.
• Coordinates and oversees office moves, furniture installations, and related space requirements, independently determining logistical needs and timelines, and liaising with stakeholders to ensure effective completion.
• Assesses and timely responds to security breaches and safety concerns related to UBC Community Safety, consulting with the Facilities Manager on significant matters and following up as required.
• Serves as Floor Warden during emergencies, coordinating and directing emergency response procedures within the assigned areas.  
• Maintains the work request system, entering, editing, and manipulating data across multiple project areas and tracking requests through to completion.
• Reports and follows up on maintenance issues, urgent repairs and emergencies to the UBC Facilities Service Centre, independently assessing urgency, taking immediate action when required, and escalating to the Facilities Manager as appropriate.
• Plans, schedules, and conducts regular building inspections, identifying maintenance deficiencies, safety concerns, and operational issues and initiating corrective action as required.
• Coordinates event set-up and tear-down, assessing the feasibility and safety of floor plans and room layouts, resolving issues and coordinating with UBC custodial and facilities teams to ensure spaces are appropriately prepared. 
• Ensures classrooms and event spaces are appropriately configured for scheduled classes and activities, taking corrective action as required.
• Maintains storage areas and inventories, ensuring appropriate receipt, processing, and storage of materials and recommending items for disposal or reallocation to the Facilities Manager.
• Communicates planned and unplanned service disruptions and construction projects to the school, exercising tact and judgement when communicating time-sensitive information.
• Coordinates directly with UBC and external trades on facility projects and maintenance activities, assessing requirements, addressing issues, monitoring work through completion and ensuring quality, safety, and minimal disruption to operations.
• Provides back-up coverage within the unit as requested by the Facilities Manager.

Concierge/Reception

• Coordinates and oversees the logistics of in-person, hybrid and virtual meetings for UBC Sauder faculty, employees, students and external clients, independently resolving logistical issues and adapting arrangements to changing requirements and service constraints.
• Coordinates with the UBC Sauder Events team on the organization and logistics of larger, complex, and high-profile functions and events.
• Researches and evaluates caterers and vendors, provides feedback and recommendations on provided service and menu options to accommodate diverse dietary restrictions and requirements.
• Gathers information and prepares and distributes information bulletins and email communications for workshops, seminars and divisional events, ensuring adherence to formatting conventions for academic credentials and publication titles.
• Acts as the key on-site contact for the Conference Centre and event spaces, ensuring facilities meet user needs and independently resolving service and logistical issues; refers complex matters to the Events Manager.
• Conducts tours of the Conference Centre and other event/meeting spaces for prospective clients, assessing clients’ needs and developing customized tour plans, speaking points, and handouts and follow-up communications to support venue bookings and revenue generation.
• Represents the school by providing welcoming and professional reception support to the school’s main conference and event floors.
• Coordinates the delivery of food, beverages, packages to departments and rooms for events and activities; maintains catering supplies and places orders as needed.
• Performs other related duties as required.

Consequence of Error/Judgement

Exercises judgement and decision-making in a wide variety of duties and responsibilities. Errors or omissions in completing work, scheduling, planning, facility and equipment readiness, or the set-up and coordination of external, revenue-generating events may result in unnecessary expenditures, service delays, inconvenience, client dissatisfaction, loss of future revenue opportunities, and/or embarrassment to staff, faculty, and students. Exercises sound judgement when responding to enquiries and addressing operational concerns. Inappropriate or ineffective handling may adversely affect relationships between the school and its clients, as well as the public perception of UBC Sauder and UBC. Effective communication and professional interactions with UBC Facilities personnel are essential, as difficulties in these relationships may create sensitive situations and affect the timely delivery of required services to the school.

Supervision Received

Works under limited supervision. After training and familiarization is expected to work with initiative and independence. Difficult or complex problems are referred to the Facilities Manager.

Supervision Given

None. May be required to train other employees on work procedures. May give direction to student workers.

Minimum Qualifications

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.

Preferred Qualifications

• Experience working in a university or large, complex organization is an asset.
• Knowledge of university systems (e.g., Workday, Scientia, Canvas, etc.) is an asset.
• Experience coordinating facilities or maintenance requests.
• Proficiency in Microsoft Office Suite. (Word, Excel, PowerPoint, Outlook, One Drive, 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.

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