Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
Job Description Summary
The incumbent provides senior administrative and operational support to the staff team of the Dean’s Office in the Faculty of Forestry, responsible for implementing a variety of operational and administrative processes for the unit. The position acts as the first point of contact for the Dean’s Office by receiving visitors, responding to enquiries, able to multitask with various facilities and safety related tasks.
This position reports to the Associate Director, Operations & Administration and works under the direct supervision of the HR & Administrative Coordinator; works closely with other staff in the Dean’s Office, and interacts constantly with faculty, staff, students, and the public.
Work Performed
FACILITIES
- Access System Management System (ACMS) building access coordinator for the Dean’s Office, overseeing the ACMS administration for the whole faculty, ensuring safety compliance as well as mitigating risks surrounding access requests by maintaining inventory of all FSC Dean’s Office users and access cards for secure areas and assisting staff and students of other departments with building access as needed.
- Designated Planon service request administrator (via Planon) for facilities and safety within the Dean’s Office and operational requirements of FSC. Identifies maintenance requirements and initiates departmental trouble calls to Building Operations; coordinates with Building Operations to ensure problems or extraordinary repairs are rectified in a timely and efficient manner. Enters work and service request for ad-hoc projects as needed
- Maintains a close working relationship with Building Operations Facility Manager, Zone trades people and ensures facility issues are resolved effectively for the smooth operation of the FSC
- Works under the broad direction of the supervisor in decommissioning of spaces or workstations during renovations, retirement and departure of staff, faculty and students. Ensures that equipment/furniture finds alternate usage within the faculty and arranges for retention and/or disposal; of unwanted items according to university policies and procedures
- Coordinates space allocation for staff and faculty throughout the FSC under the direction of direct supervisor. This involves developing and maintaining a comprehensive database, keeping space allocations current and being first point of contact to resolve conflicts. Space includes basement parking, storage cages, faculty, staff and student offices, research and teaching labs, etc.
- Acts as the Facilities coordinator and works closely with the departmental contact in Faculty of Forestry on all departmental fume-hood, chiller, water, heat, and electrical shutdowns including: coordinating with Building Operations, advising affected labs and staff, and monitoring and ensuring lab shutdown procedures are completed in a timely manner.
- Assists the Associate Director, Administration and Operations in coordinating major projects as required: building renovations, repairs, collection of statistics, preparation of summaries and reports, etc.
OPERATIONS
- Provides reception duties for the Dean’s Office by receiving visitors, answering the telephone, responding to enquiries and providing information to students, staff and the general public in a professional, friendly and courteous manner. Refers inquiries to the appropriate person as needed.
- Serves as the face of the company, offering friendly service to those entering the building, maintain the reception area, keeping it clean and free of clutter
- Oversees FSC bookings, including Atrium, Forestry-restricted meeting rooms, classrooms, computer labs. Reviews technical support and FSC Main Door Reprogramming Fees required for each booking, assesses booking fees and produces invoices. Assists the Finance team lead with finalizing rental agreements.
- Acts as the first point of contact for the Faculty in resolving operational issues and is a key resource for assisting in development of efficient operational policies and procedures.
- Liaises with Secure Access on security matters for the FSC and troubleshoots any security issues. Is the first point of contact for trouble calls on other issues that arise in the Dean’s Office.
- Acts as the Departmental Voice Administrator (DVA); processing requests for service and investigates any discrepancies
- Responsible for maintaining and updating the internal Faculty & Staff and 3-department directories and UBC Directory entries (White and Yellow Pages) for Dean’s Office staff
- Works closely with the HR & Administrative Coordinator on maintaining the checklist for Dean’s Office staff and onboarding set up
- Processes requests for Dean’s Office alarm codes and maintain a current alarm code list for all users.
- Issues and prepares online Key Request forms via Simple K and program building access via ACMS for Dean’s Office users
- Works closely with the Web Coordinator in ensuring the Faculty website content as it relates to Facilities; Safety and Building info are updated
- Works with Classroom Services, together with Student Services reps in managing classroom, class and exam scheduling lists for ad-hoc bookings.
- Ensures the smooth operation of office equipment (fax, photocopier; coffee machine). Contacts photocopier and coffee service provider/vendors to request for service and supplies.
- Orders supplies (stationery, coffee, etc.) for the Dean’s Office.
- Maintains the lost and found for the building and coordinates with UBC Central Lost & Found
- Accept deliveries and mail, organize them to be distributed to the correct recipients using the office mailing system and ensure they get to the recipient in a timely manner while also managing outgoing mail and packages for pickup
- Receives, processes, and distributes mail, fax messages, and courier packages.
- Composes correspondence of routine nature for broad distribution in the Faculty.
- Provides assistance in planning and organizing of symposia/conferences/workshops and planning sessions with respect to project timelines, their logistics, budgets and venues.
- Assists with coordination of visits, tours, conferences, and other special events. Work may include scheduling, facility booking, travel and catering arrangements, issuing receipts and other event related documentation
- Coordinates with other Dean’s Office staff members and acts as an additional resource for external personnel requiring the use of, or access to, the facilities within the Forestry complex (e.g., film crews, tours, contractors, etc.). Resolves complex issues relating to booking of the FSC.
- Works closely with Dean’s Office staff; Department administrative personnel for the buildings bulletin boards on a monthly basis, removing old signs, posting new information.
- Acts as back-up to the HR & Administrative coordinator to initiate business processes related to Dean’s Office operations via Workday
- Performs other assignments of operational and administrative nature as required.
SAFETY
- The incumbent acts as a building emergency warden and the safety coordinator for the Faculty of Forestry.
- May co-chair and/or act as administrator of the Faculty of Forestry Joint Occupational, Health and Safety Committee (JOHSC). Coordinates and assesses the individual safety plans, training programs and initiatives to ensure compliance with federal, provincial and university health and safety regulations
-Aids in investigating and reporting workplace injuries and incidents, including recommendation to prevent reoccurrence. Investigates workplace hazard reports and safety concerns. Develop safe work procedures, safety reports, and maintain appropriate records.
- Works closely with the Safety Director to ensure Building Emergency Response Plan and Health and Safety Program Manual are current and up to date.
- Schedules, coordinates and participates in regular safety inspections, evaluating compliance levels, makes recommendations and perform follow up investigations as required.
Consequence of Error/Judgement
The incumbent contributes to the public image of the Faculty of Forestry, and ensures that visual, verbal and written communication is professional in appearance and demeanor. Must respect confidentiality of information handled. Required to exercise judgment and tact in dealings with others on the telephone, in person and by e-mail. Failure to exercise appropriate judgment could cause financial hardship, have a negative impact on the Faculty, and result in dissatisfied students, staff, faculty, alumni and the public.
Supervision Received
The incumbent works independently, under the supervision of the HR & Administrative Coordinator. Work is performed in accordance with established practices and procedures.
Supervision Given
Provides orientation and training in specific procedures to personnel within the Dean's Office. Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff
Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, 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
High School graduation and 1 year post-secondary education. Related experience or the equivalent combination of education and UBC experience.
- Post-secondary/degree in Office Administration preferred
- Advanced computer skills required (MSWord, Excel, Outlook, Internet, knowledge of Workday & Planon is an asset).
- Must be comfortable interpreting and working with complex databases/lists.
- General knowledge of UBC administrative policies and procedures.
- Ability to communicate effectively verbally and in writing.
- Effective prioritization skills. Ability to work effectively under pressure and with multiple interruptions to meet deadlines.
- Ability to multitask and effectively manage time.
- Superior customer service skills.
- Effective interpersonal and organizational skills.
- Ability to work independently in a team environment, and in a shared office.
- Ability to exercise tact and discretion.
- Ability to maintain accuracy and attention to detail.
- A can-do attitude and ability to find quick and unorthodox solutions to situations, while complying with University policies and procedures are must.