Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This position is normally scheduled part-time for two days per week. However, full-time availability is required throughout December and during the period from April 15 to September 15. These scheduling requirements may be adjusted based on operational needs, with required notice provided in advance.

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
Under general supervision of Facilities and Building Services Admin Supervisor, the Facilities and Building Services Clerk position will provide reception and administrative support for the Facilities and Building Services office. The areas of responsibility and duties range from complex to routine, including but not limited to 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.

Work schedule may vary seasonally due to operational needs.

Organizational Status
Reports directly to the Facilities Manager and works closely under the supervision of Administrative Supervisor, along with the Director of Facilities and Building Services, Associate Directors, Trades Manager, Building Managers, Head Tradesperson, Subhead Tradesperson, and other Facilities and Building Services/Conferences and Accommodations management staff.

Work Performed

Acts as one of the first points of contact for the department by receiving visitors, and responding or redirecting people as appropriate. This would include being a liaison between Facilities and Building Services and various external groups
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 (residents, contractors, and other departments).

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. Additionally would gather data and analyze 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.

Consequence of Error/Judgement
Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently. Exercises initiative and sound judgment when establishing priorities and carrying tasks through to completion

Supervision Received
Works independently. under general supervision of Administrative Supervisor. Receives instructions during orientation and training periods regarding the daily and prolonged operational level of work required.

Supervision Given
Assign service and housekeeping staff to specific areas and may distribute work assignments to Facilities & Building Service workers, trades, and housekeepers. May also aid in the orientation of new employees into routines, procedures and operations

Minimum Qualifications
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

Preferred Qualifications

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.