Operations coordinator Jobs in Vancouver, BC

Job Summary

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Under the general direction of the Manager, Dean’s Office, 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 roles 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, upgrades, and building security.

Located within the Faculty of Management, the Operations & Faculty Coordinator will report directly to the Manager, Dean’s Office, who provides overall direction and supervision. This position interacts regularly with faculty members, staff and student employees on facilities, 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 (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.
• Supports Faculty of Management researchers, faculty and staff by 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.
• Monitors IT Services, telephone and photocopier charges and verifies/corrects invoices.
• Acts as UBC Visa 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:

• Provides onboarding support, submits tickets for required accesses and equipment requests.
• Provides ongoing assistance with issues pertaining to 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. Fields general and specific enquiries from staff and faculty regarding functionality of space operations and expenses.
• Grants Salto access when required for access outside of regular hours.
• Manages booking calendar for graduate students and research assistants, liaising with students and supervisors/researchers relating to space.
• Reviews and processes reimbursements for faculty travel expenses (including moving costs).
• Oversees faculty onboarding including Salto access, parking, ID card, mailing list updates, printer access, and computer equipment and access.
• Receiving and distributing of incoming mail.
• 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 pertaining to functional operations and expenses, 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, 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 and staff.
• 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 EME.
• 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 Manager, Dean’s Office, Faculty of Management.

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.