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Added 13 hours ago
AG
Administrative Assistant
Apex Geomatics Construction Surveyors Ltd
Sherwood Park, AB
- Full-time
Reporting to the Administrative Manager, this position plays a key role in daily office operations, including front desk reception, travel and accommodation coordination, HR administration,…
Added 17 hours ago
SH
Unit Assistant
Shared Health-Soins Communs
Winnipeg, MB
- Full-time
Under the general supervision of the Manager Health Services, and while demonstrating a commitment to the Mission, Values and Management Philosophy of St. Boniface Hospital, the Unit…
Added 17 hours ago
SH
Unit Assistant
Shared Health-Soins Communs
Winnipeg, MB
- Full-time
Under the general supervision of the Manager Health Services, and while demonstrating a commitment to the Mission, Values and Management Philosophy of St. Boniface Hospital, the Unit…
Added 1 day ago
SA
Office Assistant- Laboratory- Temporary Full Time
Sault Area Hospital
Sault Ste. Marie, ON
- Full-time
…routines include: data entry, billing functions, reporting, reception and customer service, document distribution and ordering and monitoring of supplies; some special assignments may…
Added 1 day ago
TU
Operations and Facilities Assistant
The University of British Columbia
Vancouver, BC
- $4,719 to $4,960 CAD / month
- Full-time
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…
Added 1 day ago
AI
Program Assistant (English & Mandarin/Cantonese Speaking)
Autism In Mind
Richmond Hill, ON
- Full-time
AIM is looking for a mature and task-oriented Program Assistant to work closely with our supervisors and administrative team to assist in charity development and administrative support.…
Added 1 day ago
UO
Operations and Facilities Assistant
University of British Columbia
Vancouver, BC · UBCV | Henry Angus Building (ANGU)
- $4,719 to $4,960 CAD / month
- Full-time
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…
Added 1 day ago
JF
Executive Assistant to Clergy and Office Manager
Jewish Federation of Ottawa
Ottawa, ON
- $60,000 to $70,000 CAD / year
- Full-time
Executive Assistant to Clergy / Office Manager
Added 1 day ago
SD
Front Desk Administrative Support
Shoppers Drug Mart Specialty Health Network
Mississauga, ON
- Full-time
Reporting to the Vice President, the Office Manager and Executive Assistant will assist in the support and execution of programs, presentations and initiatives that aid in the growth of the…
Added 2 days ago
AM
Administrative Assistant
Aplin Martin
Nanaimo, BC
- Full-time
The Administrative Assistant will ensure efficient and timely day-to-day operation of the office and provide administrative support. Working under the supervision of the Business Group…
Added 2 days ago
SH
Administrative Secretary - Repost
Southern Health-Santé Sud
Portage la Prairie, MB
- Full-time
Reporting to the Manager Health Services - Mental Health & Addictions, the Administrative Secretary is responsible for the provision of confidential, complex clerical, secretarial and…
Added 2 days ago
SA
Clinic Assistant- Ambulatory Care Clinics & Ophthalmology- Temporary Part Time
Sault Area Hospital
Sault Ste. Marie, ON
- Part-time
The Clinic Assistant provides clerical support to the various Clinics in Ambulatory Care and Ophthalmology by providing assistance to staff and physicians, and being first point of contact…
Added 2 days ago
SA
Unit Assistant – Medical 3B – Part Time
Sault Area Hospital
Sault Ste. Marie, ON
- Part-time
The Unit Assistant provides clerical support to the Medical Program, provides assistance to the administration and staff, and is the first point of contact for patients and visitors. Daily…
Added 2 days ago
Office Coordinator
Northern Mat & Bridge
Calgary, AB
Maintain a clean, organized, and professional reception area.
Added 2 days ago
CU
Administrative Assistant, Office of the President
Capilano University
North Vancouver, BC
- Full-time
Reporting to the Manager, Offices of the President and Secretariat, the Administrative Assistant provides confidential administrative and operational support to the President's Office. The…
Added 2 days ago
Administrative Secretary 2 - Repost
Winnipeg Regional Health Authority
Winnipeg, MB
Reporting to the Manager, Facility and Support Services or Manager, the incumbent provides general administrative support for Community Health programs. This includes:…
Added 2 days ago
Clerk/Unit Aide - Community South Fraser
Fraser Health
Surrey, BC
Provides administrative and secretarial support to designated Home Health offices; performs duties such as providing reception services, typing material utilizing word processing software,…
Added 2 days ago
Clinic Administration - Medical Office Assistant
Neighbourly Pharmacy
Gimli, MB
Neighbourly Pharmacy is looking for a Clinic Administration - Medical Office Assistant to join our team at Gimli Express Care Clinic in Gimli, Manitoba.
Added 2 days ago
KC
Administrative Assistant
Kinark Child and Family Services
Markham, ON
- Part-time
We are seeking a customer service-oriented Administrative Assistant to support the Autism Services program and report to the Program Manager. The successful candidate will provide a broad…
Added 2 days ago
Operations Administraive Assistant
Bradken
AB
The Operations Administrative Assistant is responsible for reporting, tracking, coordinating, and maintaining key projects within the manufacturing group. The role supports manufacturing…
Added 2 days ago
RJ
Branch Administrator
Raymond James
Vancouver, BC
- Full-time
The primary role of the Branch Administrator is to assist both the Branch Manager (BM) and Branch Compliance Supervisor (BCS) and ensure the Raymond James office is managed efficiently and…
Added 2 days ago
Administrative Secretary - Repost
Winnipeg Regional Health Authority
Portage la Prairie, MB
Reporting to the Manager Health Services - Mental Health & Addictions, the Administrative Secretary is responsible for the provision of confidential, complex clerical, secretarial and…
Added 2 days ago
TH
Unit Coordination Assistant - (Temporary Casual) CVH 3C Intensive Care Unit
Trillium Health Partners
ON · ON, Canada
- Part-time
The (Inpatient) Unit Coordination Assistant (UCA) provides clerical support for patient administrative services; information management; unit reception; ensures the clerical administration…
Added 2 days ago
HH
Moncton Medical Laboratory Assistant/Phlebotomist (3041) PCN 1000351
Horizon Health Network
Moncton, NB · Greater Moncton Metropolitan Area
- Full-time
The Medical Laboratory Assistant is responsible for assisting with pre and post analytical tasks and routine technical and laboratory support procedures.
Added 2 days ago
SH
Diagnostic Imaging Clerk - Repost
Shared Health-Soins Communs
Winnipeg, MB
- Full-time
Under the general supervision of the Diagnostic Imaging (DI) Manager of Operations, and while demonstrating a commitment to the Mission, Values and Management Philosophy of St. Boniface…

University of British Columbia

Operations & Faculty Coordinator

Kelowna, BC, Canada
UBCO | Engineering, Management and Education Building (EME), 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
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

The Operations & Faculty Coordinator manages day-to-day faculty operations, including financial document preparation, facilities coordination, and administrative support. The role also oversees office setups, security access, and provides onboarding assistance for new faculty and staff.

Requirements

Candidates must have a high school diploma plus up to two years of post-secondary education and over four years of related experience in office administration or finance. Proficiency in computer applications and knowledge of financial management systems are required.

Skills

Financial management
Data entry
Facilities management
Administrative support
Workday
Procurement
Reconciliation
Office coordination
Budget tracking
Communication
Problem resolution
Organizational skills
Customer service
Inventory management
Confidentiality
Attention to detail

Visa sponsorship

Not detected in the job text

Keywords

Operations
Faculty support
Financial management
Workday
Procurement
Facilities management
Administrative support
Data entry
Reconciliation
Visa card coordination
PCI compliance
Onboarding
Salto access
Inventory management
Office administration
Budgeting
Purchase orders
Travel expenses
Project coordination
Event support
Correspondence
Record keeping
Emergency procedures
Tower warden
Academic environment
Bookkeeping
Analytical skills
Organizational skills
Customer service
Confidentiality

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