Staff - Union
Job Category
BCGEU Okanagan Support Staff
Job Profile
BCGEU OK Salaried - Support Services Assistant I
Job Title
Support Services Asst I
Department
UBCO | Leadership | Facilities Management
Compensation Range
$4,386.00 - $5,024.00 CAD Monthly
Posting End Date
March 3, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Description Summary
This position is responsible for the efficient and effective day-to-day operation of the Facilities Management Office. This position will provide support to the Associate Director as well as the Managers of Facilities and to the staff of the department. This position is responsible for the on-going administrative operations of the department including accounting functions, human resource management, records management, space bookings, campus maintenance and special projects. This position will also provide front-line enquiry support and ongoing Archibus Building Operations Console support for Faculty, Staff, Students, contractors and to the general public.
Organizational Status
Reports to the Associate Director, Facilities Management and works collaboratively with all Staff, Faculties, and the Campus Operations and Risk Management (CORM) departments including: Risk Management Services (RMS), Campus Security, Central Receiving and Mail Services (CRMS), and Project Services. The position liaises with various areas and departments within the University, including but not limited to, departments within the Finance and Operations portfolio (Okanagan Campus) as well as relevant external agencies.
Work Performed

1.Provides administrative, human resources, and support to the Associate Director of Facilities and the Facilities department by:

• Creating new positions in Position Management and ensuring proper budget allocation; initiating eRecruit and ePAF hiring process.
• Preparing all documentation and forms for Payroll and Human Resource Management System (HRMS).
• Acting as a liaison with Payroll and Human Resources (HR) for corrections and amendments.
• Answering general questions about salary and wages.
• Preparing and maintaining records for sick time, vacation and other absences.
• Maintaining up to date knowledge of human resource policies and procedures.
• Providing advice and assistance on administrative issues.
• Responding (verbally and/or in writing) to front line and general inquiries, concerns or complaints from faculty, staff, students and the general public.
• Ensuring effective and efficient operation of all office functions.
• Organizing resources for Facilities Staff for complex events.
• Creating and maintaining content for Facilities Management website while adhering to UBC guidelines.
• Creating departmental marketing brochures and other documentation.
• Coordinating extra janitorial requirements of institution with Janitorial Contractor.
• Maintaining inventory, ordering and distributing office equipment and supplies.
• Preparing project notifications for the Facilities department and with Risk Management and relaying the notices to all departments on campus.
• Preparing, organizing and drafting agendas for meetings and special events.
• Recording minutes and ensuring completion of action items.
• Attending meetings where expertise is required.
• Coordinating senior manager s travel itineraries, events, expense claims and special projects.
• Composing and/or preparing confidential correspondence.

2.Provides advice, guidance and assurance to the Associate Director and other managers on accounting and financial matters by:

• Initiating Project/Grants (PGs), monitoring and reviewing complex transactions, reconciling invoices to requisitions and expenditures on various projects for Routine Capital accounts.
• Preparing and tracking financial management forms, including journal vouchers, requisitions for payments, invoices, deposits, and travel claims.
• Ensuring financial transactions conform to departmental guidelines as well as UBC policies and procedures, including monthly reporting and performing fiscal year-end procedures and ensuring appropriate accruals and roll-overs are completed.
• Creating and maintaining filing system for copies of paid invoices.
• Identifying and rectifying discrepancies and ensuring timely processing of payables, journal vouchers, and purchase orders.
• Coordinating payment of invoices for work performed or requisitioned by Purchase Orders, ensuring accuracy of invoices and forwarding to Accounts Payable.
• Reviewing and processing purchase requisitions and invoices for operational contracts and identifying any discrepancies with payments of non-compliance to the contract.
• Responsible for monitoring, receiving and depositing cheque payments.
• Creating invoices for non-institutional charge backs, tracking internal work orders requiring charge backs, and forwarding charge backs to the relevant department.
• Creating and maintaining accounts receivable register for internal and non-institutional charge backs and performing follow-up on outstanding accounts.
• Liaising with UBC Okanagan Finance Department as needed to ensure guidance and consistent direction are provided to the Facilities portfolio.
• Coordinating and managing the records for all department Purchase Card (P-Card) cardholders; monitoring cardholder compliance; determining reporting hierarchy for department; providing assistance to cardholders; primary contact between department and Program Administrator; creating central filing system for department transactions; maintaining accurate records for audit purposes.

Please refer the Job description for details