Facilities and Building Services Clerk (Summer)

University of British Columbia•Vancouver, BC

1d•CA$29 - CA$31•Onsite

About The Position

Under general supervision of the Facilities and Building Services Admin Supervisor, the Facilities and Building Services Clerk provides reception and administrative support for the Facilities and Building Services office. Responsibilities range from complex to routine, including updating and distributing staff schedules, payroll, accounts payable, updating and running room reports, coordinating orders, working with the master key system and electronic communication systems, and assisting in new employee recruitment/orientation for the department. The work schedule may vary seasonally due to operational needs.

Requirements

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.

Nice To Haves

Proficient computer skills required (Word, Excel, Outlook, etc)
Excellent oral and written communication, interpersonal and organizational skills.
Ability to operate a normal range of office equipment.
Ability to prioritize work and to meet deadlines.
Ability to maintain accuracy with great attention to detail.
Ability to work both independently, within a team environment and under pressure to meet deadlines.
Ability to keep sensitive matters confidential.
Excellent telephone manner required.

Responsibilities

Acts as one of the first points of contact for the department by receiving visitors, and responding or redirecting people as appropriate.
Perform reception and administrative duties.
Coordinates the repairs and maintenance of office equipment.
Coordinates schedules and meetings for special projects with key stakeholders and compiling relevant reports prior to the meetings.
Responds to complex inquiries via investigation and analysis, and provides information to appropriate individuals or stakeholders.
Works with other UBC departments to coordinate logistics or exchange information to be able to resolve issues or respond to inquiries.
Coordinates departmental ordering for Facilities and Building Services staff, obtains quotes, creates purchase orders and is responsible for receiving, verifying, and tracking invoice payments.
Coordinates access to the master key system and electronic communication system through issuing, recording, collecting and maintaining keys, mobile phones, and pagers for the department personnel on a daily basis.
Maintains the work request system by entering, editing, and manipulating data while also tracking the progress of each request from beginning to completion.
Gathers data and analyzes work request statistics, as well as entering and assigning data from invoices and expenses to related work requests, and assigning work requests to department trades, non-Housing trades, and contractors.
Coordinates logistics for department projects by assisting with room inspections, cataloguing issues, collating data, and maintaining regular communication with relevant parties regarding ongoing issues.
Tracks work hours for the Facilities and Building Services staff on timesheets and works with the Payroll Department to solve payroll related inquiries.
Ensures the accurate recording of data into the payroll system and assists in resolving entitlement related inquiries.
Monitors the absence call in line and schedules on-call workers as required by each residence and guest area.
Works with Conference and Accommodation systems and managers on a seasonal basis to insure room reports are generated, updated, and communicated to relevant staff.
Coordinates and aids in new employee recruitment and orientation, including managing the recall process.
Identifies department needs and efficiencies in order to establish and refine new virtual filing system, as well as making operational changes or recommendations based on changing departmental demands.
Researches and compiles data to inform management decisions as directed, including gathering information from other UBC departments and from external sources such as architectural firms, contractors and vendors.
Creates project specific information systems for the department to record information, and may specifically take notes and minutes for meetings and for the management team.
Represents the department by serving on University and SHCS committees and assists in the coordination of related events.
Other duties related to qualifications and requirements of the job.