Operations Coordinator

The University of British Columbia

Job Summary

The Operations Coordinator plays a key role in the Department of Sociology by providing complex administrative support in the planning, implementation, and coordination of the Department’s day-to-day operational activities and services. Responsibilities include: human resources support, event coordination, facilities management and security support, general financial and administrative support. This position liaises with staff, students, faculty, and visitors to the Department as well as relevant individuals and units within the Faculty of Arts and other organizations at UBC (e.g. Arts Service Centre, Building Operations, UBC Security, etc.).

Organizational Status

Reporting to the Manager of Administration, the incumbent works with all members of the department, and regularly interacts with faculty, staff and students from other units on campus. The incumbent performs general reception and contributes to the evaluation, planning, and development of the Sociology Department’s operations.

Work Performed

Human Resources Support

  • Provides information and guidance to the Department surrounding student appointments, payroll, and other human resources inquiries.
  • Coordinates all non-TA student appointments for the Department; communicates with student employees; collects information and coordinates appointment documents, prepares offers letters and processes appointments as required.
  • Researches and provides information regarding UBC student appointment policies and procedures to staff and faculty; checks budget information to ensure adequate funding is available; resolves complex student appointment issues relating to grant funded positions, employment eligibility and work permits, consulting with the Manager, Administration as needed.
  • Coordinates the Department’s Work Learn Student hiring program by soliciting applications from staff and faculty, providing information and guidance on Work Learn program policies and procedures, assisting with the classification of positions, and submitting proposals for review.
  • Works with relevant hiring managers to coordinate departmental onboarding/offboarding for faculty, staff, and student employees; participates in the development of procedures and materials including orientation and training activities.

Events Coordination

  • Facilitates Department room bookings and logistical set-up for meetings, special events, make-up exams, etc. using the AnSo Room Booking Calendar (Outlook) and Scientia.
  • Oversees event management support for Department meetings and events, including logistical support, catering arrangements, technological set-up, and facilitating clean-up.

Facilities Management Support

  • Coordinates and oversees facilities management activities for the Department within the Anthropology and Sociology Building (AnSo) including A/V maintenance and operation, building maintenance, and building security arrangements, consults with Manager of Administration and other AnSo departments as required.
  • Coordinates all facilities related requests including repairs, renovations, and trouble calls for the Department; liaises with staff, faculty, and other AnSo departments as required, to understand needs and determine appropriate actions; makes recommendations on requested improvements; consults with Manager of Administration on any Department-funded requests; prepares and tracks service requests ensuring that all relevant information is provided; communicates with Building Operations to ensure that projects are carried through to completion.
  • Coordinates and monitors access to building and office entry via the ACMS and key request systems; periodically reviews building and office access reports to ensure that user access is updated and removed as needed; works with Access Services to ensure rooms in AnSo are properly assigned to the correct Departments.
  • Assists with the planning of and makes recommendations to the Manager, Administration on the allocation of office space for staff, faculty, students and visitors; coordinates office moves and furniture relocations; maintains and updates AnSo office allocation map.
  • Performs regular inspections of AnSo, reporting any deficiencies or custodial concerns to the Manager of Administration.
  • Ensures that classrooms and event spaces are appropriately configured and set-up for scheduled classes and activities; maintains storage rooms including the Department’s inventory of furniture and equipment.

Health & Safety

  • Coordinates health and safety education and training for the Department’s staff, faculty, and students; facilitates regular communication pertaining to health and safety announcements, policies, and procedures.
  • Liaises with the Faculty of Arts Safety & Environment Advisor and makes recommendations to address emerging health and safety issues.
  • Works with the Local Safety Team (LST) to coordinate meetings, conduct building inspections and fire drills, develop emergency plans, update the AnSo Health & Safety list serve and organize other health and safety initiatives as required; implements same for the Department in consultation with the Manager of Administration.

General Administration

  • Coordinate all department sub-ledgers (e.g. Office of the Head commitments and expenditures, graduate student professional development fund, etc.) Investigates and resolves variances, escalating more complex issues as required; and maintains departmental financial records and backup documentation.
  • Coordinate the Department credit card including making purchases on behalf of the department, reconciling expenses to appropriate Worktags and accounts in a timely fashion, collecting receipts for reconciliations as needed, and alerting the Manager of Administration to any issues.
  • Monitors Department finances in collaboration with the Arts Service Centre (ASC) by performing tasks such as: tracking the Department’s Operating Programs in Workday, monitoring expenses and , investigating/resolving irregularities, reviewing Over/Under Reports to identify deficits and variances, and maintaining an up-to-date list of active Worktags and processing Worktag closures.
  • Contributes relevant content to the Department’s AIR (Arts Internal Resources) site and develops resources for faculty, staff, and students.
  • Responsible for reception duties such as the daily opening and closing of the Department’s main office and the professional image of the reception area; monitoring the Department’s generic email account and voicemail; coordinating inbound / outbound mail and courier packages; updating office signage, phone lists, and staff directories; maintaining and ordering office supplies as needed.
  • Responds to telephone, email, and in-person inquiries from students, post-doctoral fellows, visiting scholars, faculty and affiliates, staff, and walk-in visitors, redirecting to others as appropriate.
  • Provides administrative support to the Department’s Research Committee to further the Departments’ research goals and supports applications for research, contract, and learning applications.
  • Assists the Department Head and Manager of Administration with special projects including conducting research, compiling and analyzing data or information, and preparing complex reports or presentations as required.
  • Performs other related duties consistent with the classification and requirements of the position.

Consequence of Error/Judgement

Makes decisions and exercises judgment independently based upon a thorough knowledge and comprehension of UBC and Department policies, procedures, and regulations. Inability to work cooperatively with faculty, staff, students, and visitors would jeopardize the effective provision of programs and services. This position requires accuracy, integrity, and attention to detail. The incumbent must exercise discretion, tact, and sound judgement. Errors in judgment and communication may lead to inefficiency of operation, unmet deadlines, and loss of valuable time and opportunities for faculty and students. Lack of cross- cultural sensitivity in communicating with students and visitors could cause serious misunderstandings and damage the international reputation of Department. This role requires the incumbent to perform the position duties in a professional and courteous manner. Failure to meet these requirements or poor performance in any of the above duties could result in revenue loss, incorrect financial reporting, miscommunication, inconvenience, and embarrassment to the Department and UBC.

Supervision Received

This position reports directly to the Manager of Administration It is expected that the incumbent will work within broad objectives and exercise considerable initiative in carrying out the responsibilities of the position. Unusual situations will be handled in consultation with the Manager of Administration.

Supervision Given

May be required to formally train new staff on work procedures and/or oversee the work of students and/or temporary staff.

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.

Preferred Qualifications

  • Experience or background in human resources, event planning, facilities management and/or finances is preferred. Previous experience with reception, office administration, and/or logistics is highly desirable.
  • Verifiable computer experience at an intermediate to advanced level with MS Office programs (Word, Excel, Access, PowerPoint, Outlook, etc.
  • Demonstrated experience with UBC software and systems, especially Workday.
  • Demonstrated experience with and knowledge of UBC policies and procedures, especially those related to human resources, payroll, events, expenditures, facilities, safety, finance, and general administration.
  • Demonstrated ability to enter, retrieve, correct, and interpret data from a computerized information system and use same to generate reports and perform analysis.
  • Demonstrated ability to possess effective oral and written communication skills, namely the ability to communicate complex policies and procedures to individuals not familiar with same.
  • Demonstrated ability to effectively and successfully organize events.
  • Proven to possess strong interpersonal skills and the ability to deal with a diversity of people in a calm, courteous, and effective manner.
  • Shown to anticipate problems and issues and plan ahead by using effective organizational, analytical and multi-tasking skills, working well under pressure and prioritizing and meeting deadlines.
  • Able to maintain accuracy and attention to detail in a busy environment with interruptions.
  • Can work effectively with minimal supervision.
  • Possesses understanding and knowledge of access and privacy policies and procedures at UBC and is able to exercise tact and discretion when handling sensitive issues.
  • Able to operate a normal range of office equipment and provide assistance and/or training of same.

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