Purchasing Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Financial Proc. Spec 3 (Gr4)

Job Title

Purchasing Assistant

Department

Research Services | Quantum Matter Institute | Faculty of Science

Compensation Range

$4,281.00 - $4,386.00 CAD Monthly

Posting End Date

September 15, 2026

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

Job End Date

March 31, 2028

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

The Purchasing Assistant s primary responsibility is to understand, organize and execute various purchasing requirements that are being made on a daily basis within the Stewart Blusson Quantum Matter Institute (SBQMI), with regard to the Canada First Research Excellence Fund (CFREF) initiative.

Organizational Status

The Purchasing Assistant reports to the Operations Manager and provides support to other SBQMI Principal Investigators and researchers as requested.

Work Performed

Procurement / Purchasing

- Uses Workday on a daily basis for procurement and purchasing tasks.

- Uses Workday to verify that speed charts are valid and have sufficient funds.
- Works closely with UBC Supply Management and with SBQMI staff/faculty to prepare specifications for purchases requiring request for proposals (RFP s).
- Works closely with vendors to ensure that quotes are Canada Foundation for Innovation (CFI) valid when required or to be compliant with UBC, SBQMI and funding agencies guidelines.
- Works closely with vendors to ensure that quotes are accurate and shipping/receiving contact information has been correctly entered.
- Orders equipment for members of the department, may also order supplies and consumables.
- Processes purchase order requisitions for off-campus and on-campus suppliers.
- Ensures that all appropriate back-up documentation is provided to support purchases made and received on behalf of SBQMI.
- Keeps detailed records for each purchase.
- Tracks multiple invoices for orders and liaises with finance staff to ensure invoices are authorized for payment in a timely manner.
- Reconciles departmental purchase card(s) per UBC policy, and procedures.

- Liaises with finance staff to reconcile accounts and track budgets for various for various procurement projects.
- Performs other tasks related to purchasing, as required.


Logistics

- Responsible for shipping/receiving activities including the notification of recipients when orders are received; preparing receiving reports.
- Works with couriers, customs brokers and other interested parties to ensure that items clear customs.
- Requests and schedules pick up of goods by courier/dispatch.
- Notifies vendors of incorrect shipments and broken/defective goods and obtains authorization for return and/ or replacement.
- Takes follow-up action with vendor to correct shortages, damaged or defective goods, shipping delays and back orders.
- Performs other tasks related to logistics as requested.


Equipment Inventory / Facilities and Services

- Coordinates internal charge-back systems and prepares paper work to recover costs.
- Tracks new/old equipment - keeps records of serial numbers, warranty expiration dates, warranty returns.
- Produces regular control reports as requested.
- Other tasks, as required, related to SBQMI equipment inventory and related facilities and services

Consequence of Error/Judgement

To retain its standing as a UBC Centre of Excellence, SBQMI must demonstrate its potential to move from internationally excellent to globally exceptional, both in terms of academic impact and translational impact.

Ultimately, errors in judgement that lead to the inability to complete research projects in a timely and effective manner could mean that SBQMI Centre of Excellence will not meet the required deliverables to secure additional funding and/or revenues.

Poor decisions or errors in judgement may also result in delays in experiments and research, experiments being postponed or cancelled.

Supervision Received

Works independently, in consultation with the Operations Manager and faculty/staff members.

Supervision Given

Not required to supervise.

Minimum Qualifications

- 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 Completion of one year post secondary education in a related field. 3 years of related experience or the equivalent combination of education and experience.

- Advanced experience using Workday financial management systems is strongly preferred.

- Knowledge of procurement is preferred.
- Training in office procedures and practices would be an asset.
- Knowledge of university policies and procedures, as well as experience working with researchers is preferred.
- Ability to effectively use Microsoft Office products.
- Demonstrated ability to work effectively with members of staff, faculty, and senior management.
- Strong oral and written communication and interpersonal skills.
- Demonstrated ability to manage complicated purchases.
- Ability to work both independently and within a team environment.
- Ability to gather, record, and organize information as well as ability to create and maintain records and filling systems.
- Ability to perform work with a high degree of accuracy and strong attention to detail.