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

$4695.00 - $5385.00 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 Deans 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 :

Reviews and updates established department guidelines with Associate Dean Teaching and Learning.

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

Provides department employee appointment information form to use for budgeting and initiating hiring process.

Provides Administrative support to the Faculty of Management by :

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

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 :

Required Experience :

IC

Key Skills

IT Help Desk,Business Management,Application Development,Faculty,HTML

Employment Type : Part-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 4695 - 5385