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Added 21 mins ago
DA
Business Systems & Project Manager
Dynamix Agitators Inc.
Richmond, BC
- Full-time
Dynamix Agitators is looking for a highly organized, execution-focused Business Systems & Project Manager to help drive operational improvement across our business.
Added 2 hours ago
CO
Application & Integration Technical Analyst
City of Saint John
Saint John, NB
- Full-time
Under the direction of the designated IT Manager, the Application and Integration Technical Analyst is a technical lead responsible for system architecture, data strategy, and integration…
Added 2 hours ago
CO
Manager, Digital Solutions
City of Saint John
Saint John, NB
- Full-time
The Manager, Digital Solutions, is responsible for the delivery and ongoing management of the City’s enterprise applications, digital solutions, and data and information management…
Added 2 hours ago
SA
Automation Project Manager
Shockwave Automation
Calgary, AB
- Full-time
Coordinate our Systems Integration, Engineering and IT/OT teams across several jobs at once
Added 4 hours ago
AS
Software Developer
AgileGrid Solutions
Canada
- Full-time
At BMO, employees are valued, respected, and heard. We support professional growth with training, coaching, manager guidance, and opportunities to build connections and broaden skills. Team…
Added 4 hours ago
AS
Lead Application Developer
AgileGrid Solutions
Canada
- Full-time
…EventBridge, domain-driven design, clean architecture, or distributed systems is beneficial. AWS certifications and a history of leading large-scale digital transformation initiatives are…
Added 14 hours ago
CO
Manager, Digital Solutions
City of Saint John
Saint John, NB
- Full-time
The Manager, Digital Solutions, is responsible for the delivery and ongoing management of the City’s enterprise applications, digital solutions, and data and information management…
Added 14 hours ago
CO
Application & Integration Technical Analyst
City of Saint John
Saint John, NB
- Full-time
Under the direction of the designated IT Manager, the Application and Integration Technical Analyst is a technical lead responsible for system architecture, data strategy, and integration…
Added 15 hours ago
H
Commercial Management Coordinator
HDR
Toronto, ON
- Full-time
…HDR’s Transportation Business Group, you’ll help shape the systems that move people and goods safely, efficiently, and sustainably. From designing resilient highways and iconic bridges to…
Added 15 hours ago
Branch Manager - FX Sales
Ebury
Montreal, QC
Un Sales Manager est un leader, quelqu'un qui établit des standards élevés et inspire ses équipes à aller au-delà de ce qu'elles pensaient possible. Quelqu'un qui utilise son expérience et…
Added 21 hours ago
HT
Financial Manager (CSM)
Husky Technologies
Bolton, ON
- Full-time
During the month end close, review process and integration issues in BAAN and AX. Liaison with IT and/or Controllership to resolve prior to the period close. This requires a comprehensive…
Added 23 hours ago
Senior Product Design Manager, Payroll
Gusto, Inc.
Toronto, ON
As the Product Design Manager for Payroll, you'll lead design in this senior level position for one of Gusto's most complex and consequential product areas, shaping the future of a product…
Added 1 day ago
SG
Electronics Engineer
Sander Geophysics
Ottawa, ON
- Full-time
Department Engineering Reports to Engineering Manager Location Ottawa office
Added 1 day ago
EI
Director of Engineering And Operations
Entegrus Inc
St. Thomas, ON
- Full-time
…position will have 3 direct reports including an Engineering Manager and 2 Regional Operations Managers. In total, the staff under the direction of the Director will be approximately 54…
Added 1 day ago
SI
Director of Operations
Systemex Industries Conseils
Montreal, QC
- Full-time
…professionnel, de mobilisation, de fidélisation, de recrutement et d’intégration, en collaboration avec les ressources humaines et les directions…
Added 1 day ago
HT
Financial Manager (CSM)
Husky Technologies
Bolton, ON
- Full-time
During the month end close, review process and integration issues in BAAN and AX. Liaison with IT and/or Controllership to resolve prior to the period close. This requires a comprehensive…
Added 1 day ago
CO
Application & Integration Technical Analyst
City of Saint John
Saint John, NB
- Full-time
Under the direction of the designated IT Manager, the Application and Integration Technical Analyst is a technical lead responsible for system architecture, data strategy, and integration…
Added 1 day ago
CO
Manager, Digital Solutions
City of Saint John
Saint John, NB
- Full-time
The Manager, Digital Solutions, is responsible for the delivery and ongoing management of the City’s enterprise applications, digital solutions, and data and information management…
Added 1 day ago
A
Project Manager
Actalent
Longueuil, QC
- $46 to $56 CAD / hour
- Contract
L'objectif principal de ce rôle est l'intégration d'un nouveau logiciel CAO. Vous identifierez les besoins de l'entreprise et créerez des critères d'acceptation pour mettre en uvre le…
Added 1 day ago
MS
Design Lead
Modus Structures Inc
Crossfield, AB
- Full-time
Reporting to the Design Manager, the Design Lead plays a pivotal role in bridging multidisciplinary design, manufacturing systems, and construction execution. The Design Lead will be…
Added 1 day ago
HT
Financial Manager (CSM)
Husky Technologies
Bolton, ON
- Full-time
During the month end close, review process and integration issues in BAAN and AX. Liaison with IT and/or Controllership to resolve prior to the period close. This requires a comprehensive…
Added 1 day ago
P
Executive Administrative Assistant
Popular
St. Thomas, ON
- Full-time
The Executive Administrative Assistant provides high-level administrative and operational support to the Division Manager and VI Region Division. This position plays a key role in…
Added 1 day ago
B
Tenant Services Coordinator
BGIS
Toronto, ON
- Full-time
…drive innovation for our clients’ businesses. Globally, we manager over 320 million square feet of client portfolios across 30,000+ locations in North America, Europe, Middle East,…
Added 1 day ago
AM
Director Digital Solutions & Business Growth
Arc Mercer
Barrie, ON
- Full-time
…information technology, computer science, web development, business systems, or other related discipline, or an acceptable equivalent combination of education, skills and experience as…
Added 1 day ago
NB
Chier Developer Data Engineering
National Bank of Canada
Montreal, QC
- Full-time
Senior Manager – Data Foundation. Our team stands out for its expertise,

The University of British Columbia

Operations & Faculty Coordinator

Kelowna, BC, Canada

$4,981 to $5,713 CAD / month · Full-time

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Job details

Pay: $4,981 to $5,713 CAD / month
Job type: Full-time
Apply by: Nov 7, 2026
Posting language: English
Posted: Oct 8, 2026

Original job description

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant IV

Job Title

Operations & Faculty Coordinator

Department

UBCO | Operations | Strategic Initiatives | Faculty of Management

Compensation Range

$4,981.00 - $5,713.00 CAD Monthly

Posting End Date

October 18, 2026

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

Job End Date

February 19, 2027

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 Summary:

Under the general direction of the Manager, Dean’s Office, 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 roles within the Faculty, including Dean’s office, faculty members, students and staff, including preparation of financial documents, tracking, entering data, and reconciling errors. Responsible for coordinating office setups, upgrades, and building security.

Located within the Faculty of Management, the Operations & Faculty Coordinator will report directly to the Manager, Dean’s Office, who provides overall direction and supervision. This position interacts regularly with faculty members, staff and student employees on facilities, 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 (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.
Supports Faculty of Management researchers, faculty and staff by 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.
Monitors IT Services, telephone and photocopier charges and verifies/corrects invoices.
Acts as UBC Visa 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:

Provides onboarding support, submits tickets for required accesses and equipment requests.
Provides ongoing assistance with issues pertaining to facilities, equipment, and supplies.

Provides Administrative support to the Faculty of Management by:

Serves as Operational lead, providing logistical and organizational support for Faculty of Management projects and faculty related events when necessary, coordinating with outside suppliers, Facilities and department leadership. Fields general and specific enquiries from staff and faculty regarding functionality of space operations and expenses.
Grants Salto access when required for access outside of regular hours.
Manages booking calendar for graduate students and research assistants, liaising with students and supervisors/researchers relating to space.
Reviews and processes reimbursements for faculty travel expenses (including moving costs).
Oversees faculty onboarding including Salto access, parking, ID card, mailing list updates, printer access, and computer equipment and access.
Receiving and distributing of incoming mail.
Composes routine correspondence as required.
Maintains confidential records and files.
Supports new faculty and staff, including term instructors, regarding University resources, Okanagan resources and maintaining the most up-to-date and relevant information to support integration into the Faculty.
Liaises with administrators and administrative staff across campus in working groups and training sessions to build team competency in various functions, such as Workday processes pertaining to functional operations and expenses, document creation and management, and Faculty communications.
Provides backup support for key administrative staff, including handing urgent requests and assisting with daily operations to maintain productivity.
Occasional secretarial and clerical support and regular back-up support for the front reception, as required.

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

Coordinates the acquisition and disposition of all furniture, ensuring that this is done in the most cost-effective manner possible.
Determines furniture and desktop requirements and arranges office furniture and equipment leases or purchases and processes and authorizes Work Requests for their installation.
Coordinates office moves, telephone installations and computer equipment for faculty and staff.
Submits and follows up on Work Requests with Facilities and IT Services.
Initiates work orders, trouble calls, or any other communication necessary in response to any problems or issues that arise in EME.
Serves as department’s Salto Administrator, maintaining database of all accesses and changes to Faculty of Management spaces; assigns and requests Salto cards; determines levels of access and tracks distribution of and deactivates cards, as required. Manages Faculty of Management space access requests received from outside of our department, reviewing and approving each Salto request received.
Serves and Tower Warden for EME Tower 1, liaising with Risk Management and administrative staff from other departments in EME building regarding emergency procedures and drills.
Maintains an inventory and database of office equipment and supplies for the Faculty of Management, assigning and tracking department assets as requests received.

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 Manager, Dean’s Office, Faculty of Management.

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:

Experience with UBC financial systems and Financial Management System preferred.
Demonstrated administration and financial experience in an academic environment.
Computer experience required (Word, Excel and Outlook preferred).
Demonstrated knowledge of UBC policies and procedures preferred.
Knowledge of standard bookkeeping procedures and financial management information systems an asset.
Knowledge of standard financial procedures and financial management information systems.
Ability to listen actively and attentively, and obtain clarification, as required.
Effective oral and written communication, interpersonal, customer service, and organizational skills.
Ability to use word processing, spreadsheet, database and mail/scheduling applications at an intermediate level.
Effective problem resolution and analytical skills.
Ability to maintain accuracy and attention to detail.
Ability to maintain effective working relationships with students, staff and colleagues.
Demonstrated ability to prioritize work, multi-task and work under pressure to meet deadlines in a hectic environment, exercising confidentiality, sensitivity, tact and discretion.
Demonstrated ability to take initiative, exercise good judgment and resolve problems.
Demonstrated ability to work both independently and within a team environment is critical; must be self-directed.

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More about this job

Responsibilities

Coordinates the Faculty of Management’s daily operations, including financial transactions, purchasing, expense reconciliation, facilities, office moves, equipment, and building access. Provides administrative and onboarding support to faculty, staff, and students, and coordinates projects, events, suppliers, and campus service requests.

Requirements

Requires high school graduation plus up to two years of post-secondary education, and more than four years of related office administration or finance experience, or an equivalent combination. Candidates should have strong administrative and financial skills, computer proficiency, accuracy, communication and organizational abilities, sound judgment, and the ability to work independently and collaboratively; UBC financial systems experience is preferred.

Skills

Financial Administration
Workday
Financial Reconciliation
Procurement
Visa Card Administration
Facilities Coordination
Office Operations
Space and Access Management
Event Coordination
Onboarding Support
Records Management
Customer Service
Problem Resolution
Attention to Detail
Confidentiality
Microsoft Word, Excel, and Outlook

Visa sponsorship

Not detected in the job text

Keywords

Workday
UBC Financial Systems
Financial Management System
Microsoft Word
Microsoft Excel
Microsoft Outlook
Financial Administration
Bookkeeping
Expense Claims
Purchase Requisitions
Purchase Orders
Visa Card Reconciliation
Procurement
Online Merchant Accounts
PCI Compliance
Facilities Management
Space Management
Salto Access Control
Office Moves
Work Requests
Equipment Inventory
Onboarding
Event Coordination
Records Management
Customer Service
Confidentiality
Financial Policies and Procedures

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