Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
Please provide a cover letter with your application.
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 Summary
In partnership with BC's Health Authorities and other Universities, the Faculty of Medicine provides innovative educational and research programs in the areas of health and life sciences through an integrated and province-wide delivery model which relies heavily on use of technology and shared space. The Faculty has over 1,500,000 square feet of academic space located at Health Authority sites and University Academic Campuses.
The Facilities Coordinator provides senior administrative support to the Faculty of Medicine's Space Planning and Facilities Management Unit. The incumbent acts as the first point of contact for the Facilities Unit, and thus, requires thorough knowledge of the activities and current projects of the team, a strong understanding of the University, the Faculty, its governance structure, and its jurisdictional relationships with the BC Health Authorities and Ministry of Health, a high level of professionalism, discretion, good judgment, initiative, and excellent communication and interpersonal skills. The Facilities Coordinator prepares complex correspondence and presentation materials, monitors and tracks numerous departmental projects, operational processes, and financial transactions,. This position is responsible for supply management and procurement of equipment, supplies and services for various Faculty of Medicine Departments located at multiple sites. This includes acting as the primary Faculty of Medicine contact for external suppliers and as a resource for UBC Supply Management. The incumbent is expected to be able to work independently under broad direction and objectives.
Organizational Status
The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world. Since 1915, UBC’s entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning. At UBC, bold thinking is given a place to develop into ideas that can change the world.
Our Vision: To Transform Health for Everyone
Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.
The Faculty—comprised of approximately 2,600 administrative support, technical/research and management and professional staff, as well approximately 620 full-time academic and over 14,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, 3 schools, and 26 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.
The UBC Vancouver Campus is located on the traditional, ancestral, and unceded territory of the xʷməθkʷəy̓əm (Musqueam) people. The City of Vancouver is located on Musqueam, Squamish, and Tsleil-Waututh First Nations territory.
Reports to the Operations Coordinator, Faculty of Medicine Works closely with faculty, staff, department administrators as well as university services units such as Digital Solutions, Financial Operations, Building Operations and Safety & Risk Services. Also works cooperatively with other members of the Faculty of Medicine Facilities team and contributes to the Faculty's overall use of Academic Space.
Work Performed
• Acts as the first point of contact for the Facilities Unit, Faculty of Medicine visitors, students, faculty, staff & general public. Exercises diplomacy and tact when responding, triaging, and acting on emails, telephone and in-person enquiries regarding the team's activities and projects.
• Prepares in final format a variety of documents, including correspondence, memos and presentation materials, many of which are sensitive and confidential, and require a high level of detail.
• Researches, compiles information and prepares briefing notes on a variety of issues.
• Compiles, updates and maintains information on the Facilities & Faculty of Medicine Sharepoint sites including functional programs, affiliation agreements, leases, financial reports, construction and project documents, and other important, confidential and sensitive materials.
• Works with UBC IT to update & maintain the equipment purchasing MedNet site.
• Monitors the projects and activities of the Facilities Unit, and apprises team members of updates and important developments. Assists the Unit by compiling and organizing documentation, following up on action items, tracking budgets and processing financial transactions, creating finance and space reports and presentation materials.
• Tracks and understands the relationships between multiple and often complex concurrent Faculty of Medicine facilities projects. Deals with issues of space, facilities, IT/AV contracts, affiliation agreements, indemnification, and actions resulting from Faculty of Medicine Facilities /Health Authority joint meetings.
• Liaises with internal and external vendors to acquire quotes for furniture, equipment, office supplies and amenities. Analyzes quotes and approves purchases, obtaining authorization as required. Processes and tracks all equipment, furniture, office supplies and amenities orders to completion. Tracks and maintains inventory of all equipment & office supplies.
• Coordinates all equipment purchases for various Faculty of Medicine Departments not supported by UBC IT. Processes all equipment payment requisitions, journal vouchers, and purchase orders and ensures payments are made on time.
• Maintains and tracks the equipment inventory and purchasing records. Compiles and
manipulates information, creates and runs spreadsheet and database enquiries, produces complex reports as needed.
• Monitors and tracks usage of cell phones and hand held devices, analyzes available plans and makes cost saving recommendations to users.
• Responsible for the purchase of mobile phones and administration of FoM phone and travel plans. Monitors and tracks usage of mobile phones and hand held devices; analyzes available plans and makes cost saving recommendations to users.
• Acts as Dean’s Office Departmental Voice Services Administrator; works with UBCIT to arrange landline phone services for UBC Point Grey campus sites.
• Submits facilities maintenance requests for building and office equipment issues; Works with maintenance personnel, contractors and service providers to ensure timely and efficient completion of work orders.
• Monitors and reconciles Department purchase card ledgers and transactions.
• Sorts and distributes internal & external mail and arranges couriers for the Faculty of Medicine between its locations on UBC Point Grey campus and surrounding affiliated teaching hospitals.
• Analyzes & tracks the usage of the shuttle service between UBC Hospital and VGH Campus.
• Provides input in the development policies and procedures for the efficient administration, organization and operation of the Facilities Unit.
• Maintains procedures manual for the position, and for other positions within the Unit; suggests updates in line with departmental procedural changes.
• Maintains and updates complex contact information in various formats.
• Some minor lifting may be required when organizing and moving documents and archived materials
• Performs other related duties as required.
Consequence of Error
Inappropriate judgement or premature disclosure of confidential, sensitive, or incorrect information could have a detrimental effect on Faculty of Medicine operations, and could potentially have legal and financial consequences. The Coordinator's duties require them to deal with highly sensitive issues which require diplomacy, maturity, confidentiality, accuracy and a high level of professionalism. Considerable judgment and initiative must be exercised in handling matters of a non-routine nature.
Supervision Received
Works independently, resolving situations as they arise. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete assignments independently. Works under the direction of the Operations Coordinator Performance is evaluated against set goals and objectives.
Supervision Given
Formally trains new staff on work procedures. Supervision of work study students and/or temporary staff as required.
Minimum Qualifications
High school graduation, plus two years of post-secondary education including a Certified Customs Specialist (CCS) designation from the Canadian Society of Customs Brokers (CSCB) or Customs Professional Designation, 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
Training in administrative practices, office procedures & basic accounting.
Experience in a University setting preferred.
Knowledge of UBC policies & procedures an asset.
Experience in the medical education and/or health services sector an asset. Experience working in Facilities Management, Planning, Project Management an asset.
Experience using SharePoint. Effective oral and written communication and interpersonal skills. Demonstrated ability to compose complex correspondence and other written materials using clear, concise business English. High level of proficiency in office software required, including word processing, spreadsheet, database, presentation, electronic mail & internet applications. Ability to type 60 WPM and use a normal range of office equipment. Ability to take and transcribe accurate meeting minutes. High level of accuracy and attention to detail. Excellent organizational and multitasking skills. Ability to research & compile information drawn from various sources. Demonstrated ability to work with conflicting demands and to exercise judgment in establishing priorities and meeting deadlines. Ability to work both independently and within a team environment. Ability to exercise tact and discretion when handing sensitive and/or confidential matters. Demonstrated ability to take initiative, anticipate needs and problem solve.