Operations and Facilities Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Operations and Facilities Assistant

Department

Facilities and Operations | Resources and Operations | UBC Sauder School of Business

Compensation Range

$4,582.00 - $4,816.00 CAD Monthly

Posting End Date

October 15, 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

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

As a key member of the UBC Sauder’s Resources and Operations team, the Operations and Facilities Assistant plays an important role in creating exceptional environments for the UBC Sauder community. Through day-to-day operational and facilities support across the Henry Angus, David Lam and Powerhouse buildings, the role helps ensure our spaces are welcoming, safe, well-maintained and ready to support outstanding teaching, learning, research and work.

The position exercises sound judgment in assessing operational priorities, resolving day-to-day facilities and service issues, coordinating resources, and responding to competing and emerging requirements.

Working collaboratively with internal departments, service providers, contractors, and other stakeholders, the role facilitates the timely resolution of operational matters and supports the continuity and effective functioning of school facilities and services.

• Organizational Status
• Reports to the Facilities Manager. Interacts extensively with faculty, staff, students, university service units, external contractors, suppliers, and vendors.

Work Performed

The work performed lists a wide range of duties shared amongst a team; the frequency of the duties differs based on operational needs. This role will provide back-up coverage to the Concierge role.

Operations Support

• •Acts as the first point of contact for UBC Sauder reception, responding to complex enquiries from students, faculty, employees and other stakeholders. Coordinates responses based on extensive knowledge UBC and UBC Sauder operations and resolves complex issues as they arise.
• •Handles sensitive and confidential matters with discretion and navigates challenging interactions with faculty, employees, students, and visitors professionally and constructively.
• •Coordinates complex administrative processes and day-to-day operations for the unit ; exercising initiative and judgment to manage changing and competing priorities and ensure operational needs are met.
• •Oversees office space requirements; assesses requests for changes, analyzes current and future needs, and makes recommendations.
• •Maintains school stationery supplies and inventory, researching and recommending products and suppliers.
• •Coordinates the schools mail and courier operations, maintaining receipt and collection records to ensure timely, accurate and secure distribution and processing.
• •Leads procurement for UBC Sauder branded promotional items, researching and evaluating suppliers, obtaining quotes, partnering with Marketing and Communications, and establishing purchase orders in accordance with procurement requirements.
• •Administers and oversees building, office, laboratory, and lounge access for students, faculty, and staff, including key card access, office access, and alarm codes. Assesses access requirements, authorizes requests in accordance with security protocols, and resolves access issues and security concerns while maintaining school’s security and integrity.
• •Coordinates equipment, billing, and telecommunications setup and charges for incoming and outgoing employees; maintains related databases and records.
• •Maintains the security and confidentiality of sensitive files and information, including exams, and ensures appropriate filing, storage and disposal.
• •Performs financial duties, ensuring accurate and timely transactions and payments; liaises with the Finance Strategy and Support Office to resolve payment issues.
• •Researches and compiles data to inform management decisions and to support goals and initiatives of the department and the school.
• •Represents the unit by serving on and providing support to various committees.
• •Proactively identifies operational needs and opportunities for greater efficiency and recommends changes in response to changing departmental demands.
• •Pr ovides administrative support to unit managers including coordination of meeting invites, AV needs, room bookings/set-up, hospitality, documentation, reports, agendas, presentation materials, etc.
• •Provides guidance and training on administrative systems and processes and develops and maintains standard operating procedures.

Facilities Support

• •Triages and coordinates facilities-related requests, assessing needs, determining appropriate actions, preparing and tracking service requests, recommending improvements, and referring matters requiring cost approval to the Facilities Manager.
• •Coordinates and oversees office moves, furniture installations, and related space requirements, independently determining logistical needs and timelines, and liaising with stakeholders to ensure effective completion.
• •Assesses and timely responds to security breaches and safety concerns related to UBC Community Safety, consulting with the Facilities Manager on significant matters and following up as required.
• •Serves as Floor Warden during emergencies, coordinating and directing emergency response procedures within the assigned areas.
• •Maintains the work request system, entering, editing, and manipulating data across multiple project areas and tracking requests through to completion.
• •Reports and follows up on maintenance issues, urgent repairs and emergencies to the UBC Facilities Service Centre, independently assessing urgency, taking immediate action when required, and escalating to the Facilities Manager as appropriate.
• •Plans, schedules, and conducts regular building inspections, identifying maintenance deficiencies, safety concerns, and operational issues and initiating corrective action as required.
• •Coordinates event set-up and tear-down, assessing the feasibility and safety of floor plans and room layouts, resolving issues and coordinating with UBC custodial and facilities teams to ensure spaces are appropriately prepared.
• •Ensures classrooms and event spaces are appropriately configured for scheduled classes and activities, taking corrective action as required.
• •Maintains storage areas and inventories, ensuring appropriate receipt, processing, and storage of materials and recommending items for disposal or reallocation to the Facilities Manager.
• •Communicates planned and unplanned service disruptions and construction projects to the school, exercising tact and judgement when communicating time-sensitive information.
• •Coordinates directly with UBC and external trades on facility projects and maintenance activities