Clerk 3

University of British Columbia•Vancouver, BC

4d•CA$4,187 - CA$4,597•Onsite

About The Position

UBC Facilities is responsible for the lifecycle stewardship of all academic and administrative buildings, public spaces, and utility assets on the UBC Vancouver Point Grey campus. The Clerk 3 provides comprehensive clerical, administrative, and coordination support to Facilities departments. The position supports safety programs, maintenance operations, minor renovations, financial and billing processes, emergency preparedness, and departmental communications. The Clerk works in accordance with established policies, procedures, and collective agreement provisions.

Requirements

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
Ability to communicate effectively verbally and in writing
Ability to provide quality service to customers in a courteous, patient manner
Ability to maintain accuracy and attention to detail
Ability to work effectively independently as well as within a team environment
Ability to exercise tact and discretion
Ability to use a computer terminal, photocopier, fax machine, and other related office equipment
Ability to effectively use Outlook, MS Word, and MS Excel at an intermediate level
Ability to type 50 wpm

Nice To Haves

High School graduation and Business Training in Office Procedures and Practices, and a minimum of 4 years of related experience or the equivalent combination of education and experience.

Responsibilities

Processes invoices, tracks expenses by department, investigates discrepancies, coordinates resolution of billing issues, and reconciles credit card transactions
Creates purchase requisitions
Compiles data and prepares summary information as required
Tracks and reports on waste management dailies
Coordinates carpet cleaning services, including scheduling, purchase requisitions, and follow-up
Orders, replenishes, and tracks office supply inventory
Acts as a Workday timekeeper and enters overtime and other absence types as required
Coordinates pest control services by dispatching work orders to vendors, updating service requests based on daily reports, and creating follow-up service requests
Coordinates Facilities staff uniform inventory and laundry services, maintains accurate stock levels and size availability, and processes uniform-related issues
Administers all cell phone, radio, and office equipment requests
Provides support to Facilities projects
Makes travel arrangements and processes any employee reimbursements
Books, coordinates, supports with set-up, attends meetings, and takes minutes as required
Books and coordinates training
Provides training to new staff
Provides reception coverage
Orders catering
Supports the construction office with project setup in Planon and enters updates with regard to budget and schedule
Carries out any other related duties as required in keeping with the qualifications and requirements of positions in this classification