Support Services Coordinator I

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Coordinator I

Job Title

Support Services Coordinator I

Department

UBCO Office of Infrastructure Development VP Finance and Operations

Compensation Range

$5202.00 - $5963.00 CAD Monthly

Posting End Date

June 14 2026

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

Job End Date

Ongoing

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 Description Summary
This position provides administrative operational and coordination support to the Directors and Associate Directors of the Office of Campus Planning (OCP) and the Office of Infrastructure Development (ID). This position supports all departmental operations finance human resources project administration and internal communications across five units (Campus Planning Sustainability Office Sustainable Transportation Facilities Planning and Project Services) and acts as a key liaison with campus partners to support service delivery. This position includes delegated authority for all financial transactions and web administration coordination of select events and engagement activities and oversight of confidential HR and operational matters.

Organizational Status
This position works independently under the general supervision of the Directors of OCP and ID and works collaboratively with all units within the OCP and ID division including: Campus Planning Sustainability Operations Sustainable Transportation Facilities Planning and Project Services. Continuous communication and collaboration is required with other staff in the portfolios as well as various University departments including but not limited to Campus and Community Planning (Vancouver Campus) Facilities (Vancouver Campus) departments within the Finance and Operations portfolio (Okanagan and Vancouver Campus) University Relations (Okanagan Campus) as well as faculty staff and students municipal and provincial departments relevant external agencies and the general public.

Work Performed

Support to the Directors

• Provides comprehensive administrative support to the Directors of OCP and ID including coordination of internal initiatives triaging of competing priorities and ensuring effective management of Directors time.
• Under the guidance of the Directors supports the development of short- and long-range goals within the context of OCP ID VPFO and UBC strategic plans.
• Coordinates the HR Finance and department level communications for a variety of ongoing annual and one-time projects programs and activities as requested by the Directors.
• Supports strategic committee meetings (e.g. Strategic Space Committee Capital Project Steering Committees) by attending as a departmental representative or alongside the Directors with responsibilities including agenda preparation minute-taking action item tracking and providing background materials.

Departmental Operations Support

• Coordinates departmental administrative financial and human resources processes to support compliance consistency and adherence to established procedures and service standards.
• Maintains and drafts internal policies and procedures including implementation plans for acquisition utilization maintenance and replacement of IT AV and other office equipment as outlined by UBC protocols and subject to leadership approval.
• Oversees administrative processes in Workday including procurement payables reconciliations reimbursements staff travel staff appointments terminations merit increases record-keeping data integrity and internal reporting.
• Oversees office operations including monitoring and replenishing supplies procurement of equipment and furniture and maintaining organized functional shared spaces that support departmental productivity.
• Serves as a subject matter expert on internal administrative operations and systems (e.g. Workday) providing guidance and troubleshooting support.
• Develops and maintains operational process guides onboarding resources and staff meeting materials to support consistency clarity and operational alignment across the departments.
• Participates in campus-wide workshops and training sessions to remain current on emerging administrative practices and assess internal training needs.
• Coordinates transparent and equitable processes for departmental staff to access professional development and wellbeing resources by tracking PD fund use coordinating funding approvals and maintaining clear guidelines.
• Prepares and distributes key departmental updates campus initiatives and operational information to ensure staff receive timely relevant communication.
• Coordinates department work orders service tickets and security access.

Financial Support

• Supports fiscal accountability by coordinating and providing guidance on financial processes aligning departmental expenditures with priorities internal controls and University Finance policies and best practices.
• Drafts financial and budgeting materials to support strategic financial planning done by the Directors and Associate Directors.
• Serves as the financial delegate for all leadership and departmental staff including processing expense reports Visa reconciliations reimbursements and travel claims.
• Administers departmental financial operations including PD fund coordination subscription and membership management operational expense tracking and travel and conference support.
• Maintains financial accuracy and internal controls by monitoring expenditures reconciling accounts preparing adjustments tracking ongoing commitments and providing financial insights to support budget planning and oversight.
• Responsible for submitting internal service delivery requests.
• Serves as department Visa coordinator.

Human Resources Support

• Coordinates HR processes and maintains associated records and data systems by liaising with central HR and Finance to ensure timely completion of staffing actions and accurate lifecycle documentation for staff and work study students.
• Coordinates and processes all staff appointments terminations annual performance appraisals and merit increases.
• Provides guidance on the administration of hiring practices performance evaluations and short-term staffing requirements.
• Provides information to the Directors on compliance with university policies employment legislation and collective agreements (including M&P and BCGEU).
• Facilitates onboarding and offboarding for staff and work study students including systems access workspace readiness required training and documentation.

Project Management Support

• Executes end-to-end financial processes for capital construction consulting and fee-for-service projects including requisitions purchase orders change orders invoice coding supplier setup and lien holdbacks using ledgers reconciliations and analytical tools.
• Supports and participates in project closure review processes with Project Managers and the Finance Manager to ensure accurate completion of financial transactions and timely close-out of commitments.
• Coordinates the opening and closing of project specific worktags in Workday.
• Conducts reconciliations between worktags and project control tools investigating discrepancies and supporting corrective actions as needed throughout project execution.
• Supports communications and reporting requirements both at a project and portfolio level.

Communications Events and Engagement Support

• Provides coordination and operational support for departmental communications internal messaging web updates and the planning logistics and on-site support of events. Ensures all communication efforts are accurate accessible aligned with UBC branding and standards and contribute to clear inclusive and timely information sharing.
• Coordinates and supports internal communications where appropriate including change and operational communications ensuring staff remain informed supported and engaged through departmental initiatives. This includes minimizing disruptions to services performed by both departments.
• Prepares communication materials reports and briefing notes for leadership approval and liaises with University Relations on approved communications and creative projects.
• Maintains awareness of campus communications trends and ensures use of appropriate UBC brand and digital standards.
• Serves as the departments designated web delegate by reviewing content requests evaluating them for accuracy and alignment with UBC brand and web standards and independently administering updates across departmental websites.
• Coordinates web-based event postings maintains related digital assets and photography and maintains Airtable data for UBCO Learning Spaces to ensure space information is current organized and accurate.
• Supports structural and technical website needsincluding site migrations navigation updates redirects and vanity URLsand acts as the primary liaison with University Relations for major web changes and digital ecosystem updates.
• Collaborates with department staff to plan coordinate and deliver departmental events engagement activities and consultations ensuring alignment with UBC standards EDI principles and operational requirements.
• Supports event logistics for online and in-person activities by coordinating venue bookings catering room setup technical and AV requirements stakeholder confirmations and on-site or virtual delivery.
• Prepares event materials budget estimates and post-event documentation on behalf of departmental event leads supporting clear consistent and well-organised event delivery.

Other Duties as Required

Performs other related duties as required including assuming additional communications or administrative responsibilities consistent with the scope and level of the position.

Consequence of Error/Judgement
Work is carried out with minimal direction and requires a high level of accuracy confidentiality and judgement. Attention to detail and thorough knowledge of UBC policies procedures and financial processes are critical as errors may result in financial discrepancies delays in HR actions or non-compliance with institutional requirements.

The position routinely handles sensitive information and interacts with campus partners senior leadership offices external vendors and community members. Errors in judgement communication or professionalism could negatively affect working relationships compromise confidential matters and impact the reputation of the departments and the University.

Accuracy and timeliness are essential when preparing financial transactions maintaining departmental records coordinating events and supporting committee processes. Inaccurate data entry missed deadlines or improper handling of documents could lead to financial loss service disruption or operational delays. The role requires the ability to prioritize competing demands exercise sound judgement and maintain a high degree of reliability in managing confidential time-sensitive and detail-oriented tasks.

Supervision Received
This position reports directly to the Directors of OCP and ID but is expected to work independently with minimal supervision.

Supervision Given
This position provides task-level direction training and coordination to support staff and work study students.

Preferred Qualifications

• Completion of high school education and a minimum of two (2) years of post-secondary coursework in business administration communications or a related field.
• Over three years of relevant administrative experience preferably in a university or complex institutional environment or an equivalent combination of education and experience.
• Strong understanding of accounting principles and financial processes including budget tracking and reconciliation best practices.
• Experience supporting activities in land use planning space planning project management sustainability or infrastructure development is considered an asset.
• Strong written and verbal communication skills with experience preparing reports correspondence and informational materials for diverse audiences.
• Proficiency with Adobe Creative Suite and Microsoft Office applications including Outlook Word Excel and PowerPoint.
• Working knowledge of digital communication tools and social media platforms.
• Familiarity with WordPress HTML formatting and web content management best practices.
• Ability to learn and adapt to new digital tools administrative systems and technology platforms quickly.
• Experience supporting event engagement and project planning processes.
• Ability to coordinate and support committees and meetings including preparing materials and minute-taking.
• Excellent planning organizational and decision-making skills with the ability to prioritize competing demands manage multiple deadlines and work effectively under pressure.
• Ability to work independently with minimal supervision as well as collaboratively within cross-functional teams.
• Strong problem-solving interpersonal and customer service skills.
• Exercises tact discretion and confidentiality in handling sensitive information while maintaining a high level of accuracy and attention to detail.
• Ability to interpret and apply a broad range of university policies procedures and administrative guidelines.
• Knowledge of equity diversity inclusion and accessibility (EDIA) principles and the ability to apply them in communications events and day-to-day administrative practices.
• Ability to build effective working relationships and collaborate with diverse stakeholders including staff faculty students and external partners.
• Demonstrated commitment to service excellence and supporting a positive collaborative departmental culture.
• Ability to support operational changes and assist teams through transitions with clear communication and coordination.

Required Experience:

IC

Employment Type : Full-Time
Experience: years
Vacancy: 1
Monthly Salary Salary: 5202 - 5963