Admin Support, Facilities and Operations

University of British Columbia • Vancouver, BC

3d • Onsite

About The Position

The incumbent provides senior administrative and operational support to the staff team of the Dean’s Office in the Faculty of Forestry, responsible for implementing a variety of operational and administrative processes for the unit. The position acts as the first point of contact for the Dean’s Office by receiving visitors, responding to enquiries, able to multitask with various facilities and safety related tasks. This position reports to the Associate Director, Operations & Administration and works under the direct supervision of the HR & Administrative Coordinator; works closely with other staff in the Dean’s Office, and interacts constantly with faculty, staff, students, and the public.

Requirements

• High School graduation, plus a two year post-secondary diploma, 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.

Nice To Haves

• High School graduation and 1 year post-secondary education.
• Related experience or the equivalent combination of education and UBC experience.
• Post-secondary/degree in Office Administration preferred.
• Advanced computer skills required (MSWord, Excel, Outlook, Internet, knowledge of Workday & Planon is an asset).
• Must be comfortable interpreting and working with complex databases/lists.
• General knowledge of UBC administrative policies and procedures.
• Ability to communicate effectively verbally and in writing.
• Effective prioritization skills. Ability to work effectively under pressure and with multiple interruptions to meet deadlines.
• Ability to multitask and effectively manage time.
• Superior customer service skills.
• Effective interpersonal and organizational skills.
• Ability to work independently in a team environment, and in a shared office.
• Ability to exercise tact and discretion.
• Ability to maintain accuracy and attention to detail.
• A can-do attitude and ability to find quick and unorthodox solutions to situations, while complying with University policies and procedures are must.

Responsibilities

• Overseeing the ACMS administration for the whole faculty, ensuring safety compliance as well as mitigating risks surrounding access requests by maintaining inventory of all FSC Dean’s Office users and access cards for secure areas and assisting staff and students of other departments with building access as needed.
• Identifying maintenance requirements and initiating departmental trouble calls to Building Operations; coordinating with Building Operations to ensure problems or extraordinary repairs are rectified in a timely and efficient manner. Enters work and service request for ad-hoc projects as needed.
• Maintaining a close working relationship with Building Operations Facility Manager, Zone trades people and ensures facility issues are resolved effectively for the smooth operation of the FSC.
• Working under the broad direction of the supervisor in decommissioning of spaces or workstations during renovations, retirement and departure of staff, faculty and students. Ensures that equipment/furniture finds alternate usage within the faculty and arranges for retention and/or disposal; of unwanted items according to university policies and procedures.
• Coordinating space allocation for staff and faculty throughout the FSC under the direction of direct supervisor. This involves developing and maintaining a comprehensive database, keeping space allocations current and being first point of contact to resolve conflicts. Space includes basement parking, storage cages, faculty, staff and student offices, research and teaching labs, etc.
• Acting as the Facilities coordinator and working closely with the departmental contact in Faculty of Forestry on all departmental fume-hood, chiller, water, heat, and electrical shutdowns including: coordinating with Building Operations, advising affected labs and staff, and monitoring and ensuring lab shutdown procedures are completed in a timely manner.
• Assisting the Associate Director, Administration and Operations in coordinating major projects as required: building renovations, repairs, collection of statistics, preparation of summaries and reports, etc.
• Providing reception duties for the Dean’s Office by receiving visitors, answering the telephone, responding to enquiries and providing information to students, staff and the general public in a professional, friendly and courteous manner. Refers inquiries to the appropriate person as needed.
• Serving as the face of the company, offering friendly service to those entering the building, maintain the reception area, keeping it clean and free of clutter.
• Overseeing FSC bookings, including Atrium, Forestry-restricted meeting rooms, classrooms, computer labs. Reviews technical support and FSC Main Door Reprogramming Fees required for each booking, assesses booking fees and produces invoices. Assists the Finance team lead with finalizing rental agreements.
• Acting as the first point of contact for the Faculty in resolving operational issues and is a key resource for assisting in development of efficient operational policies and procedures.
• Liaising with Secure Access on security matters for the FSC and troubleshooting any security issues. Is the first point of contact for trouble calls on other issues that arise in the Dean’s Office.
• Acting as the Departmental Voice Administrator (DVA); processing requests for service and investigates any discrepancies.
• Responsible for maintaining and updating the internal Faculty & Staff and 3-department directories and UBC Directory entries (White and Yellow Pages) for Dean’s Office staff.
• Working closely with the HR & Administrative Coordinator on maintaining the checklist for Dean’s Office staff and onboarding set up.
• Processing requests for Dean’s Office alarm codes and maintain a current alarm code list for all users.
• Issuing and preparing online Key Request forms via Simple K and program building access via ACMS for Dean’s Office users.
• Working closely with the Web Coordinator in ensuring the Faculty website content as it relates to Facilities; Safety and Building info are updated.
• Working with Classroom Services, together with Student Services reps in managing classroom, class and exam scheduling lists for ad-hoc bookings.
• Ensuring the smooth operation of office equipment (fax, photocopier; coffee machine). Contacts photocopier and coffee service provider/vendors to request for service and supplies.
• Ordering supplies (stationery, coffee, etc.) for the Dean’s Office.
• Maintaining the lost and found for the building and coordinates with UBC Central Lost & Found.
• Accepting deliveries and mail, organizing them to be distributed to the correct recipients using the office mailing system and ensure they get to the recipient in a timely manner while also managing outgoing mail and packages for pickup.
• Receiving, processing, and distributing mail, fax messages, and courier packages.
• Composing correspondence of routine nature for broad distribution in the Faculty.
• Providing assistance in planning and organizing of symposia/conferences/workshops and planning sessions with respect to project timelines, their logistics, budgets and venues.
• Assisting with coordination of visits, tours, conferences, and other special events. Work may include scheduling, facility booking, travel and catering arrangements, issuing receipts and other event related documentation.
• Coordinating with other Dean’s Office staff members and acts as an additional resource for external personnel requiring the use of, or access to, the facilities within the Forestry complex (e.g., film crews, tours, contractors, etc.). Resolves complex issues relating to booking of the FSC.
• Working closely with Dean’s Office staff; Department administrative personnel for the buildings bulletin boards on a monthly basis, removing old signs, posting new information.
• Acting as back-up to the HR & Administrative coordinator to initiate business processes related to Dean’s Office operations via Workday.
• Performing other assignments of operational and administrative nature as required.
• Acting as a building emergency warden and the safety coordinator for the Faculty of Forestry.
• May co-chair and/or act as administrator of the Faculty of Forestry Joint Occupational, Health and Safety Committee (JOHSC). Coordinates and assesses the individual safety plans, training programs and initiatives to ensure compliance with federal, provincial and university health and safety regulations.
• Aiding in investigating and reporting workplace injuries and incidents, including recommendation to prevent reoccurrence. Investigates workplace hazard reports and safety concerns. Develop safe work procedures, safety reports, and maintain appropriate records.
• Working closely with the Safety Director to ensure Building Emergency Response Plan and Health and Safety Program Manual are current and up to date.
• Scheduling, coordinating and participating in regular safety inspections, evaluating compliance levels, makes recommendations and perform follow up investigations as required.

Benefits

• 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 [email protected].

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree