Operations and Faculty Coordinator

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant II

Job Title

Operations and Faculty Coordinator

Department

UBCO | Strategic Initiatives | Faculty of Management

Compensation Range

$4,695.00 - $5,385.00 CAD Monthly

Posting End Date

November 24, 2025

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

Job End Date

Ongoing

This position is 0.8 FTE and will be 80% of the posted salary

Position Identification:

Position Classification:  Support Services Assistant II

Position/Business Title:  Operations & Faculty Coordinator

VP/Faculty:  Faculty of Management

Department:  Faculty of Management

Location: UBC Okanagan Campus

Job Summary:

Under the general direction of the Director, Strategic Initiatives and Administration, this role has primary responsibility for the day-to-day operations of the Faculty. Works collaboratively with faculty, staff, students, and external contract suppliers. The role provides comprehensive core financial management, facilities management, and administrative support to all researchers within the Faculty, including Dean’s office, faculty members, students and staff, including preparation of financial documents, tracking, entering data, and reconciling errors.  Responsible for coordinating office setups and upgrades, and building security. 

Located within the Faculty of Management, the Operations & Faculty Assistant will report directly to the Director, Strategic Initiatives and Administration, who provides overall direction and supervision. This position interacts regularly with faculty members, staff and student employees on facilities, HR and financial matters as well as liaises regularly with colleagues in Financial Services, Facilities, Supply Management and other University departments as well as a number of external suppliers.

Work Performed

Finance and Accounting Support:

• Creates financial documents/requisitions; performs accurate and timely data entry of financial documents (cash deposits, accounting adjustments and journals, creating invoices for payment, travel claims, professional development funding and purchasing requisitions) using Workday.
• Uses judgement, in complement with knowledge of UBC policy and practice, to make decisions during document preparation.
• Reconciles UBC Visa transactions for Faculty of Management Visa cardholders; assists with Visa transaction questions and anomalies.
• Creates, maintains and tracks annual TA budget, managing any changes as assignments/hires are completed for each term in the academic year. Reviews requests for additional TA hours over and above budgeted allocation.
• Supports Faculty of Management researchers, faculty and staff by setting up new suppliers, liaising with Procurement to create requisitions to issue Purchase Orders, ensuring appropriate documentation and authorization for each financial requisition.
• Acts as a Workday delegate, submitting expenses on behalf of faculty, staff and researchers.
• Reviews all financial paperwork to ensure appropriate back-up documentation is provided; follows-up with the originating faculty or staff member when additional documentation is required.
• Tracks rejected transactions, follows-up and resolves errors.
• Maintains files of all financial transaction documents and supporting material. 
• Responsible for running monthly ledger reports for all Faculty of Management program worktags and research grants, reconciling posted expenses, confirming balances, deficit amounts and grant expiry dates. Identifies discrepancies and variances, providing and implementing solutions, coordinating with researcher, Research Finance and ORS - preparing and processing Accounting Adjustments & Journals, Costing Allocation Changes and Payroll Accounting Journals.
• Runs and distributes financial reports.
• Manages student payment requests, reimburses allowable expenditures, tracks expenditures and reconciles as required.
• Prepares and processes bank deposits and wire transfers.
• Acts as primary contact to resolve supplier disputes by researching, following up and making corrections as appropriate.
• Monitors IT Services telephone and photocopier charges and verifies/corrects invoices.
• Acts as UBC Visa Department Card Coordinator for the Faculty of Management.  Resource person on the UBC Visa cards, ensuring all guidelines and procedures are followed and provides advice to Faculty of Management card holders on purchasing policies; submits and tracks Visa card application/deactivation requests.
• Acts as Online Merchant Account Administrator; setting up requests for online credit/debit card payments. Ensuring PCI compliance with Financial Services policies and procedures. Tracks online credit/debit transactions and issues refunds when required.

Provides HR support to the Faculty of Management by:

• Initiates and manages staff recruitment, transfers and direct hires in Workday. Maintains database of department positions - creates, edits and closes positions as required.
• Initiates staff probationary/midpoint increases, compensation changes and costing allocation changes.
• Prepares report for BCGEU auxiliary term staff, tracking hours worked and notifies HR when eligible for step increase.
• Leads training new or auxiliary office staff on department processes, policies and procedures.
• Manages the annual allocation, assignment, recruitment, hiring and time tracking for approximately 80 Faculty of Management Teaching Assistants:
  • Reviews and updates established department guidelines with Associate Dean, Teaching and Learning.
  • Drafts and posts job advertisement for all TA positions for the coming academic year.
  • Compiles all student TA applications, collating and analyzing data (screening applications, assessing student requests from instructors and prospective TAs, and, where applicable, considering the academic performance of prospective TAs), ranks and short-lists in preparation for assignment.
  • Coordinates Faculty of Management instructors’ requests for TA support hours and reviews any suggested changes to established process and budget, finalizing allocation totals for each course.
  • Reviews applicant students’ timetables to confirm any conflicts with course assignment and courses they’ve registered in each term. Makes recommendations for placement, assigns students to available TA appointments for each course.
  • Communicates initial offers of employment with student applicants and gathers information required, and processes TA hires in Workday.
  • Monitors progress of onboarding and training for new student hires, providing support, sending follow up messages if required.
  • Provides training materials, links and guidance for new student hires.
  • Designates Instructor Eligibility, attaching TAs to courses in Workday and assigning them specific instructor roles.
  • Assesses and responds to students’ and instructors’ queries during the term, fielding questions, concerns and issues that may arise regarding their appointment (from work assignments to payroll questions).
  • Supervises TA hourly submission and responsible for reviewing, tracks and approving all hours submitted in Workday by hourly student employees, confirming budgeted amount with supervisors/instructors when required.

Manages manual hourly submissions time on behalf of hourly employees as required.

• Advises researchers/faculty on HR processes and manages other student and non-student hires (Academic Assistants, Research Assistants, Work Study/Work Learn students and Research Assistant Technicians)
  • Provides department employee appointment information form to use for budgeting and initiating hiring process.
  • Creates new positions/edits existing unfilled positions, posts job advertising appointment if required.
  • Coordinates the hiring process with faculty members and prospective hires.
  • Creates student employment offers when not automatically generated in systems
  • Responsible for overseeing hiring process in system
  • Provides onboarding support, submits tickets for required accesses.
  • Provides ongoing assistance with issues pertaining to payroll, facilities, equipment and supplies.

Provides Administrative support to the Faculty of Management by:

• Serves as Operational lead, providing logistical and organizational support for Faculty of Management projects and faculty related events when necessary, coordinating with outside suppliers, Facilities and department leadership.
• Collects and maintains master files and listing of course syllabi and associated Faculty for all Faculty of Management courses
• Coordinates with instructors to compile and enter final exam requests, exam invigilation scheduling, exam materials and printing of midterm and final exams.
• Compiles, reviews and assigns instructors and TAs in Student Experience of Instruction (SEI) database for evaluation purposes.
• Fields general and specific enquiries from staff, students and faculty.
• Manages Faculty of Management meeting room schedules, and serves as Student Study Space Administrator for seven EME Tower 1 Study Rooms – booking room requests for special student events outside of regular booking window.
• Manages room, locker and desk assignments for graduate students and research assistants, liaising with students and supervisors/researchers.
• Reviews faculty travel arrangements and processing expenses (including moving costs).
• Oversees faculty onboarding including Salto access, parking, ID card and computer equipment and access.
• Composes routine correspondence as required.
• Maintains confidential records and files.
• Supports new faculty and staff, including term instructors, regarding University resources, Okanagan resources and maintaining the most up-to-date and relevant information to support integration into the Faculty.
• Liaises with administrators and administrative staff across campus in working groups and training sessions to build team competency in various functions, such as Workday processes, document creation and management, and Faculty communications.
• Provides backup support for key administrative staff, including handing urgent requests and assisting with daily operations to maintain productivity.
• Occasional secretarial and clerical support and regular back-up support for the front reception and main phone line, as required.

Provides Operations and Facilities support to the Faculty of Management by:

• Coordinates the acquisition and disposition of all furniture, ensuring that this is done in the most cost-effective manner possible.
• Determines furniture and desktop requirements and arranges office furniture and equipment leases or purchases and processes and authorizes Work Requests for their installation.
• Coordinates office moves, telephone installations and computer equipment for faculty, staff and research assistants.
• Submits and follows up on Work Requests with Facilities and IT Services.
• Initiates work orders, trouble calls, or any other communication necessary in response to any problems or issues that arise in the above building.
• Serves as department’s Salto Administrator, maintaining database of all accesses and changes to Faculty of Management spaces; assigns and requests Salto cards; determines levels of access and tracks distribution of and deactivates cards, as required. Manages Faculty of Management space access requests received from outside of our department, reviewing and approving each Salto request received.
• Serves and Tower Warden for EME Tower 1, liaising with Risk Management and administrative staff from other departments in EME building regarding emergency procedures and drills.
• Maintains an inventory and database of office equipment and supplies for the Faculty of Management, assigning and tracking department assets as requests received.

Performs other related duties as required within the nature and level of work performed.

Consequence of Error/Judgment:
Must exercise judgment and initiative in handling matters both routine and non-routine, based on thorough knowledge of University procedures, guidelines and regulations. When dealing with financial and sensitive records, a high level of confidentiality is essential, and employee is required to use sound judgment when sharing information. Accuracy and attention to detail is essential to avoid errors that impact staff and student appointments and pay that create unnecessary work to correct. This position must demonstrate tact and discretion within established Faculty and UBC guidelines and regulations. The impact of error in transaction documentation, financial records or on requisitions could result in additional work and/or substantial monetary loss to the Faculty and its grant holders. Poor judgment or failure to act in a professional, tactful and discretionary manner will have an adverse effect on the image of the Faculty of Management. Work is not checked on a day-to-day basis.

Supervision Received:

Reports on office administrative matters to the Director, Strategic Initiatives and Administration, Faculty of Management.

Supervision Given:

Works in partnership with Managers and Researchers to oversee and advise specific aspects for student appointments. Acts as first point of contact with student employees before, during and after appointments, providing instruction, information and reminders as required. Tracks and confirms hourly student employee time and approves all submitted hours for Teaching Assistants (and other student employees if requested).

Education/Work Experience:

High school graduation, plus up to and including two years post-secondary education; over four years’ of related experience in office administration or finance, or an equivalent combination of education and experience.

Competencies and Criteria:

• Experience with UBC financial systems and Financial Management System preferred.
• Demonstrated administration and financial experience in an academic environment.
• Computer experience required (Word, Excel and Outlook preferred).
• Demonstrated knowledge of UBC policies and procedures preferred.
• Knowledge of standard bookkeeping procedures and financial management information systems an asset.
• Knowledge of standard financial procedures and financial management information systems.
• Ability to listen actively and attentively, and obtain clarification, as required.
• Effective oral and written communication, interpersonal, customer service, and organizational skills.
• Ability to use word processing, spreadsheet, database and mail/scheduling applications at an intermediate level.
• Effective problem resolution and analytical skills.
• Ability to maintain accuracy and attention to detail.
• Ability to maintain effective working relationships with students, staff and colleagues.
• Demonstrated ability to prioritize work, multi-task and work under pressure to meet deadlines in a hectic environment, exercising confidentiality, sensitivity, tact and discretion.
• Demonstrated ability to take initiative, exercise good judgment and resolve problems.
• Demonstrated ability to work both independently and within a team environment is critical; must be self-directed.