Support Services Asst I
February 21 2025
Industries
Education, Training
Categories Account receivables, Accounts payable,
Kelowna, BC • Full time
Staff - Union
This position is responsible for the efficient and effective day-to-day operation of the Facilities Management Office. This position will provide support to the Associate Director as well as the Managers of Facilities and to the staff of the department. This position is responsible for the on-going administrative operations of the department including accounting functions, human resource management, records management, space bookings, campus maintenance and special projects. This position will also provide front-line enquiry support and ongoing Archibus Building Operations Console support for Faculty, Staff, Students, contractors and to the general public.
Organizational Status
Reports to the Associate Director, Facilities Management and works collaboratively with all Staff, Faculties, and the Campus Operations and Risk Management (CORM) departments including: Risk Management Services (RMS), Campus Security, Central Receiving and Mail Services (CRMS), and Project Services. The position liaises with various areas and departments within the University, including but not limited to, departments within the Finance and Operations portfolio (Okanagan Campus) as well as relevant external agencies.
Work Performed
1.Provides administrative, human resources, and support to the Associate Director of Facilities and the Facilities department by:
-Creating new positions in Position Management and ensuring proper budget allocation; initiating eRecruit and ePAF hiring process.
-Preparing all documentation and forms for Payroll and Human Resource Management System (HRMS).
-Acting as a liaison with Payroll and Human Resources (HR) for corrections and amendments.
-Answering general questions about salary and wages.
-Preparing and maintaining records for sick time, vacation and other absences.
-Maintaining up to date knowledge of human resource policies and procedures.
-Providing advice and assistance on administrative issues.
-Responding (verbally and/or in writing) to front line and general inquiries, concerns or complaints from faculty, staff, students and the general public.
-Ensuring effective and efficient operation of all office functions.
-Organizing resources for Facilities Staff for complex events.
-Creating and maintaining content for Facilities Management website while adhering to UBC guidelines.
-Creating departmental marketing brochures and other documentation.
-Coordinating extra janitorial requirements of institution with Janitorial Contractor.
-Maintaining inventory, ordering and distributing office equipment and supplies.
-Preparing project notifications for the Facilities department and with Risk Management and relaying the notices to all departments on campus.
-Preparing, organizing and drafting agendas for meetings and special events.
-Recording minutes and ensuring completion of action items.
-Attending meetings where expertise is required.
-Coordinating senior manager s travel itineraries, events, expense claims and special projects.
-Composing and/or preparing confidential correspondence.
2.Provides advice, guidance and assurance to the Associate Director and other managers on accounting and financial matters by:
-Initiating Project/Grants (PGs), monitoring and reviewing complex transactions, reconciling invoices to requisitions and expenditures on various projects for Routine Capital accounts.
-Preparing and tracking financial management forms, including journal vouchers, requisitions for payments, invoices, deposits, and travel claims.
-Ensuring financial transactions conform to departmental guidelines as well as UBC policies and procedures, including monthly reporting and performing fiscal year-end procedures and ensuring appropriate accruals and roll-overs are completed.
-Creating and maintaining filing system for copies of paid invoices.
-Identifying and rectifying discrepancies and ensuring timely processing of payables, journal vouchers, and purchase orders.
-Coordinating payment of invoices for work performed or requisitioned by Purchase Orders, ensuring accuracy of invoices and forwarding to Accounts Payable.
-Reviewing and processing purchase requisitions and invoices for operational contracts and identifying any discrepancies with payments of non-compliance to the contract.
-Responsible for monitoring, receiving and depositing cheque payments.
-Creating invoices for non-institutional charge backs, tracking internal work orders requiring charge backs, and forwarding charge backs to the relevant department.
-Creating and maintaining accounts receivable register for internal and non-institutional charge backs and performing follow-up on outstanding accounts.
-Liaising with UBC Okanagan Finance Department as needed to ensure guidance and consistent direction are provided to the Facilities portfolio.
-Coordinating and managing the records for all department Purchase Card (P-Card) cardholders; monitoring cardholder compliance; determining reporting hierarchy for department; providing assistance to cardholders; primary contact between department and Program Administrator; creating central filing system for department transactions; maintaining accurate records for audit purposes.
3.Archibus:
-Implementing upgrades and reviewing data for accuracy.
-Liaising with JLL support and any Staff/Faculty on campus who require technical support.
-Creating Archibus system outage announcements for the UBC Okanagan Campus IT news site through WordPress.
-Training for new employees.
-Implementing new employee data.
-Generating preventative maintenance work orders and distributing.
-Providing support for all Staff/Faculty on campus for the work order system.
-Receiving work requests from Faculties, departments, staff and student groups, and generating work orders in priority sequence for Facilities Staff in the computerized work order system.
4.Provides administrative support for Energy and Utilities:
-Processing all utility invoices.
-Maintaining utilities spreadsheets for tracking and verification.
-Co-ordinating utility monthly meter reading information.
-Supporting the monitoring and reporting of campus energy use and utilities.
-Processing cost recover charges to other departments.
-Supporting energy project activities.
5.Provides administrative support for facilities functions by:
-Generating cost recovery journal vouchers or invoices when required.
-Liaising with IT, Media and Classroom Services on IT Tickets.
-Submitting Salto requests to Security.
-Liaising with contractors for services rendered and to ensure accuracy of contract agreement.
-Maintaining relationships with contractors and ensuring invoice and job task accuracy.
-Inputting department room bookings within Scientia.
-Generating, reviewing and distributing weekly room booking reports for departments, Facilities Engineers and Maintenance Staff, Security and Janitors.
-Updating, maintaining, and implementing office procedures and processes.
-Tracking and scheduling departmental safety training.
-Distributing, tracking and collecting roof top access forms and hot works permits for contractors, faculty and staff.
-Providing support for the departmental Safety Committee.
6.Performs other related duties as required, which may include assisting other units within the Operations and Risk Management portfolio.
Consequence of Error/Judgement
Work is carried out with minimal direction and requires a high level of accuracy. Attention to detail and a thorough knowledge of UBC policies and procedures are critical. This position is responsible for ensuring all financial information entered into the Financial Management System (FMS PeopleSoft) is accurate, timely and substantiated by back-up. Information and recommendations must be accurate and provided in a respectful, timely, clear and supportive way. Exercises judgment, initiative and decision-making when involving budget, human resources, and monitoring of financial activity within Facilities Management. Failure to enter financial transactions in the FMS would seriously affect the financial situation of the department. Inappropriate judgment and decisions when dealing with emergency situations could delay emergency response and have negative consequences on human safety and damage to property.
Support operational functions as required to ensure priority departmental objectives are met.
Supervision Received
Work is performed independently under the general direction of the Associate Director, Facilities Management, within the established program and other guidelines.
Supervision Given
This position does not directly supervise any staff.
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
Completion of Grade 12 high school graduation, plus a minimum of one year post-secondary education in business administration or equivalent.Over 2 years related experience or an equivalent combination of education and experience is required. Experience in accounting principles and with UBC FMS an asset. Strong attention to detail and accuracy. Must have strong customer service skills. Must have strong interpersonal, written and verbal communication skills. Must be professional, courteous, and respond with tact and discretion when dealing with faculty, staff, students and the general public. Experienced level in MS Office, computer and internet skills required. Proficient use of MS Office, including Visio, Project, and Power Point, Active Content Manager (ACM), HTML formatting. Familiarity with PeopleSoft program an asset.Effective problem solving, interpersonal and organizational skills. Effective oral and written communication skills including the ability to compose correspondence and prepare reports in clear concise language.Ability to maintain accuracy and attention to detail. Ability to work both independently as well as and within a team environment. Ability to prioritize; exceptional multi-tasking skills; ability to work calmly under pressure of critical deadlines or heavy volumes during peak periods in a team environment. Ability to exercise a high level of tact and discretion in internal and external contract work, and the ability to independently apply a broad knowledge of policies and procedures. Ability to exercise good judgment and diplomacy.
Job Category
BCGEU Okanagan Support StaffJob Profile
BCGEU OK Salaried - Support Services Assistant IJob Title
Support Services Asst IDepartment
UBCO | Leadership | Facilities ManagementCompensation Range
$4,386.00 - $5,024.00 CAD MonthlyPosting End Date
March 3, 2025Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
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 SummaryThis position is responsible for the efficient and effective day-to-day operation of the Facilities Management Office. This position will provide support to the Associate Director as well as the Managers of Facilities and to the staff of the department. This position is responsible for the on-going administrative operations of the department including accounting functions, human resource management, records management, space bookings, campus maintenance and special projects. This position will also provide front-line enquiry support and ongoing Archibus Building Operations Console support for Faculty, Staff, Students, contractors and to the general public.
Organizational Status
Reports to the Associate Director, Facilities Management and works collaboratively with all Staff, Faculties, and the Campus Operations and Risk Management (CORM) departments including: Risk Management Services (RMS), Campus Security, Central Receiving and Mail Services (CRMS), and Project Services. The position liaises with various areas and departments within the University, including but not limited to, departments within the Finance and Operations portfolio (Okanagan Campus) as well as relevant external agencies.
Work Performed
1.Provides administrative, human resources, and support to the Associate Director of Facilities and the Facilities department by:
-Creating new positions in Position Management and ensuring proper budget allocation; initiating eRecruit and ePAF hiring process.
-Preparing all documentation and forms for Payroll and Human Resource Management System (HRMS).
-Acting as a liaison with Payroll and Human Resources (HR) for corrections and amendments.
-Answering general questions about salary and wages.
-Preparing and maintaining records for sick time, vacation and other absences.
-Maintaining up to date knowledge of human resource policies and procedures.
-Providing advice and assistance on administrative issues.
-Responding (verbally and/or in writing) to front line and general inquiries, concerns or complaints from faculty, staff, students and the general public.
-Ensuring effective and efficient operation of all office functions.
-Organizing resources for Facilities Staff for complex events.
-Creating and maintaining content for Facilities Management website while adhering to UBC guidelines.
-Creating departmental marketing brochures and other documentation.
-Coordinating extra janitorial requirements of institution with Janitorial Contractor.
-Maintaining inventory, ordering and distributing office equipment and supplies.
-Preparing project notifications for the Facilities department and with Risk Management and relaying the notices to all departments on campus.
-Preparing, organizing and drafting agendas for meetings and special events.
-Recording minutes and ensuring completion of action items.
-Attending meetings where expertise is required.
-Coordinating senior manager s travel itineraries, events, expense claims and special projects.
-Composing and/or preparing confidential correspondence.
2.Provides advice, guidance and assurance to the Associate Director and other managers on accounting and financial matters by:
-Initiating Project/Grants (PGs), monitoring and reviewing complex transactions, reconciling invoices to requisitions and expenditures on various projects for Routine Capital accounts.
-Preparing and tracking financial management forms, including journal vouchers, requisitions for payments, invoices, deposits, and travel claims.
-Ensuring financial transactions conform to departmental guidelines as well as UBC policies and procedures, including monthly reporting and performing fiscal year-end procedures and ensuring appropriate accruals and roll-overs are completed.
-Creating and maintaining filing system for copies of paid invoices.
-Identifying and rectifying discrepancies and ensuring timely processing of payables, journal vouchers, and purchase orders.
-Coordinating payment of invoices for work performed or requisitioned by Purchase Orders, ensuring accuracy of invoices and forwarding to Accounts Payable.
-Reviewing and processing purchase requisitions and invoices for operational contracts and identifying any discrepancies with payments of non-compliance to the contract.
-Responsible for monitoring, receiving and depositing cheque payments.
-Creating invoices for non-institutional charge backs, tracking internal work orders requiring charge backs, and forwarding charge backs to the relevant department.
-Creating and maintaining accounts receivable register for internal and non-institutional charge backs and performing follow-up on outstanding accounts.
-Liaising with UBC Okanagan Finance Department as needed to ensure guidance and consistent direction are provided to the Facilities portfolio.
-Coordinating and managing the records for all department Purchase Card (P-Card) cardholders; monitoring cardholder compliance; determining reporting hierarchy for department; providing assistance to cardholders; primary contact between department and Program Administrator; creating central filing system for department transactions; maintaining accurate records for audit purposes.
3.Archibus:
-Implementing upgrades and reviewing data for accuracy.
-Liaising with JLL support and any Staff/Faculty on campus who require technical support.
-Creating Archibus system outage announcements for the UBC Okanagan Campus IT news site through WordPress.
-Training for new employees.
-Implementing new employee data.
-Generating preventative maintenance work orders and distributing.
-Providing support for all Staff/Faculty on campus for the work order system.
-Receiving work requests from Faculties, departments, staff and student groups, and generating work orders in priority sequence for Facilities Staff in the computerized work order system.
4.Provides administrative support for Energy and Utilities:
-Processing all utility invoices.
-Maintaining utilities spreadsheets for tracking and verification.
-Co-ordinating utility monthly meter reading information.
-Supporting the monitoring and reporting of campus energy use and utilities.
-Processing cost recover charges to other departments.
-Supporting energy project activities.
5.Provides administrative support for facilities functions by:
-Generating cost recovery journal vouchers or invoices when required.
-Liaising with IT, Media and Classroom Services on IT Tickets.
-Submitting Salto requests to Security.
-Liaising with contractors for services rendered and to ensure accuracy of contract agreement.
-Maintaining relationships with contractors and ensuring invoice and job task accuracy.
-Inputting department room bookings within Scientia.
-Generating, reviewing and distributing weekly room booking reports for departments, Facilities Engineers and Maintenance Staff, Security and Janitors.
-Updating, maintaining, and implementing office procedures and processes.
-Tracking and scheduling departmental safety training.
-Distributing, tracking and collecting roof top access forms and hot works permits for contractors, faculty and staff.
-Providing support for the departmental Safety Committee.
6.Performs other related duties as required, which may include assisting other units within the Operations and Risk Management portfolio.
Consequence of Error/Judgement
Work is carried out with minimal direction and requires a high level of accuracy. Attention to detail and a thorough knowledge of UBC policies and procedures are critical. This position is responsible for ensuring all financial information entered into the Financial Management System (FMS PeopleSoft) is accurate, timely and substantiated by back-up. Information and recommendations must be accurate and provided in a respectful, timely, clear and supportive way. Exercises judgment, initiative and decision-making when involving budget, human resources, and monitoring of financial activity within Facilities Management. Failure to enter financial transactions in the FMS would seriously affect the financial situation of the department. Inappropriate judgment and decisions when dealing with emergency situations could delay emergency response and have negative consequences on human safety and damage to property.
Support operational functions as required to ensure priority departmental objectives are met.
Supervision Received
Work is performed independently under the general direction of the Associate Director, Facilities Management, within the established program and other guidelines.
Supervision Given
This position does not directly supervise any staff.
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
Completion of Grade 12 high school graduation, plus a minimum of one year post-secondary education in business administration or equivalent.Over 2 years related experience or an equivalent combination of education and experience is required. Experience in accounting principles and with UBC FMS an asset. Strong attention to detail and accuracy. Must have strong customer service skills. Must have strong interpersonal, written and verbal communication skills. Must be professional, courteous, and respond with tact and discretion when dealing with faculty, staff, students and the general public. Experienced level in MS Office, computer and internet skills required. Proficient use of MS Office, including Visio, Project, and Power Point, Active Content Manager (ACM), HTML formatting. Familiarity with PeopleSoft program an asset.Effective problem solving, interpersonal and organizational skills. Effective oral and written communication skills including the ability to compose correspondence and prepare reports in clear concise language.Ability to maintain accuracy and attention to detail. Ability to work both independently as well as and within a team environment. Ability to prioritize; exceptional multi-tasking skills; ability to work calmly under pressure of critical deadlines or heavy volumes during peak periods in a team environment. Ability to exercise a high level of tact and discretion in internal and external contract work, and the ability to independently apply a broad knowledge of policies and procedures. Ability to exercise good judgment and diplomacy.
Similar offers
Searching...