Support Services Coordinator I

University of British Columbia•Kelowna, BC

1d•CA$5,202 - CA$5,963•Onsite

About The Position

This position provides administrative, operational, and coordination support to the Directors and Associate Directors of the Office of Campus Planning (OCP) and the Office of Infrastructure Development (ID). This position supports all departmental operations, finance, human resources, project administration, and internal communications across five units (Campus Planning, Sustainability Office, Sustainable Transportation, Facilities Planning, and Project Services), and acts as a key liaison with campus partners to support service delivery. This position includes delegated authority for all financial transactions and web administration, coordination of select events and engagement activities, and oversight of confidential HR and operational matters.

Requirements

Completion of high school education and a minimum of two (2) years of post-secondary coursework in business administration, communications, or a related field.
Over three years of relevant administrative experience, preferably in a university or complex institutional environment, or an equivalent combination of education and experience.
Strong understanding of accounting principles and financial processes, including budget tracking and reconciliation best practices.
Strong written and verbal communication skills, with experience preparing reports, correspondence, and informational materials for diverse audiences.
Proficiency with Adobe Creative Suite and Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
Working knowledge of digital communication tools and social media platforms.
Familiarity with WordPress, HTML formatting, and web content management best practices.
Ability to learn and adapt to new digital tools, administrative systems, and technology platforms quickly.
Experience supporting event, engagement, and project planning processes.
Ability to coordinate and support committees and meetings, including preparing materials and minute-taking.
Excellent planning, organizational, and decision-making skills, with the ability to prioritize competing demands, manage multiple deadlines, and work effectively under pressure.
Ability to work independently with minimal supervision, as well as collaboratively within cross-functional teams.
Strong problem-solving, interpersonal, and customer service skills.
Exercises tact, discretion, and confidentiality in handling sensitive information while maintaining a high level of accuracy and attention to detail.
Ability to interpret and apply a broad range of university policies, procedures, and administrative guidelines.
Knowledge of equity, diversity, inclusion, and accessibility (EDIA) principles and the ability to apply them in communications, events, and day-to-day administrative practices.
Ability to build effective working relationships and collaborate with diverse stakeholders, including staff, faculty, students, and external partners.
Demonstrated commitment to service excellence and supporting a positive, collaborative departmental culture.
Ability to support operational changes and assist teams through transitions with clear communication and coordination.

Nice To Haves

Experience supporting activities in land use planning, space planning, project management, sustainability, or infrastructure development is considered an asset.
Ability to learn and adapt to new digital tools, administrative systems, and technology platforms quickly.

Responsibilities

Provides comprehensive administrative support to the Directors of OCP and ID, including coordination of internal initiatives, triaging of competing priorities, and ensuring effective management of Directors’ time.
Supports the development of short- and long-range goals within the context of OCP, ID, VPFO, and UBC strategic plans.
Coordinates the HR, Finance, and department level communications for a variety of ongoing, annual, and one-time projects, programs, and activities, as requested by the Directors.
Supports strategic committee meetings (e.g., Strategic Space Committee, Capital Project Steering Committees) by attending as a departmental representative or alongside the Directors, with responsibilities including agenda preparation, minute-taking, action item tracking, and providing background materials.
Coordinates departmental administrative, financial, and human resources processes to support compliance, consistency, and adherence to established procedures and service standards.
Maintains and drafts internal policies and procedures, including implementation plans for acquisition, utilization, maintenance, and replacement of IT, AV and other office equipment, as outlined by UBC protocols and subject to leadership approval.
Oversees administrative processes in Workday, including procurement, payables, reconciliations, reimbursements, staff travel, staff appointments, terminations, merit increases, record-keeping, data integrity, and internal reporting.
Oversees office operations, including monitoring and replenishing supplies, procurement of equipment and furniture, and maintaining organized, functional shared spaces that support departmental productivity.
Serves as a subject matter expert on internal administrative operations and systems (e.g., Workday), providing guidance and troubleshooting support.
Develops and maintains operational process guides, onboarding resources, and staff meeting materials to support consistency, clarity, and operational alignment across the departments.
Participates in campus-wide workshops and training sessions to remain current on emerging administrative practices and assess internal training needs.
Coordinates transparent and equitable processes for departmental staff to access professional development and wellbeing resources by tracking PD fund use, coordinating funding approvals, and maintaining clear guidelines.
Prepares and distributes key departmental updates, campus initiatives, and operational information to ensure staff receive timely, relevant communication.
Coordinates department work orders, service tickets, and security access.
Supports fiscal accountability by coordinating and providing guidance on financial processes, aligning departmental expenditures with priorities, internal controls, and University Finance policies and best practices.
Drafts financial and budgeting materials to support strategic financial planning done by the Directors and Associate Directors.
Serves as the financial delegate for all leadership and departmental staff, including processing expense reports, Visa reconciliations, reimbursements, and travel claims.
Administers departmental financial operations, including PD fund coordination, subscription and membership management, operational expense tracking, and travel and conference support.
Maintains financial accuracy and internal controls by monitoring expenditures, reconciling accounts, preparing adjustments, tracking ongoing commitments, and providing financial insights to support budget planning and oversight.
Responsible for submitting internal service delivery requests.
Serves as department Visa coordinator.
Coordinates HR processes and maintains associated records and data systems by liaising with central HR and Finance to ensure timely completion of staffing actions and accurate lifecycle documentation for staff and work study students.
Coordinates and processes all staff appointments, terminations, annual performance appraisals, and merit increases.
Provides guidance on the administration of hiring practices, performance evaluations, and short-term staffing requirements.
Provides information to the Directors on compliance with university policies, employment legislation, and collective agreements (including M&P and BCGEU).
Facilitates onboarding and offboarding for staff and work study students, including systems access, workspace readiness, required training, and documentation.
Executes end-to-end financial processes for capital, construction, consulting, and fee-for-service projects, including requisitions, purchase orders, change orders, invoice coding, supplier setup, and lien holdbacks, using ledgers, reconciliations, and analytical tools.
Supports and participates in project closure review processes with Project Managers and the Finance Manager to ensure accurate completion of financial transactions and timely close-out of commitments.
Coordinates the opening and closing of project specific worktags in Workday.
Conducts reconciliations between worktags and project control tools, investigating discrepancies and supporting corrective actions as needed throughout project execution.
Supports communications and reporting requirements both at a project and portfolio level.
Provides coordination and operational support for departmental communications, internal messaging, web updates, and the planning, logistics, and on-site support of events.
Ensures all communication efforts are accurate, accessible, aligned with UBC branding and standards, and contribute to clear, inclusive, and timely information sharing.
Coordinates and supports internal communications, where appropriate, including change and operational communications, ensuring staff remain informed, supported, and engaged through departmental initiatives.
Prepares communication materials, reports, and briefing notes for leadership approval, and liaises with University Relations on approved communications and creative projects.
Maintains awareness of campus communications trends and ensures use of appropriate UBC brand and digital standards.
Serves as the departments’ designated web delegate by reviewing content requests, evaluating them for accuracy and alignment with UBC brand and web standards, and independently administering updates across departmental websites.
Coordinates web-based event postings, maintains related digital assets and photography, and maintains Airtable data for UBCO Learning Spaces to ensure space information is current, organized, and accurate.
Supports structural and technical website needs—including site migrations, navigation updates, redirects, and vanity URLs—and acts as the primary liaison with University Relations for major web changes and digital ecosystem updates.
Collaborates with department staff to plan, coordinate, and deliver departmental events, engagement activities, and consultations, ensuring alignment with UBC standards, EDI principles, and operational requirements.
Supports event logistics for online and in-person activities by coordinating venue bookings, catering, room setup, technical and AV requirements, stakeholder confirmations, and on-site or virtual delivery.
Prepares event materials, budget estimates, and post-event documentation on behalf of departmental event leads, supporting clear, consistent, and well-organised event delivery.
Performs other related duties as required, including assuming additional communications or administrative responsibilities consistent with the scope and level of the position.