Support Services Asst II
January 21 2025
Industries
Education, Training
Categories HR support,
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.
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
Provides human resources support to the Associate Director of Facilities and the Facilities department:
- Creates new positions in Position Management and ensures proper budget allocation; initiates eRecruit and ePAF hiring process.
- Prepares all documentation and forms for Payroll and Human Resource Management System (HRMS), including verifying accuracy
- Acts as a liaison with Payroll and Human Resources (HR) for corrections and amendments.
- Answers general questions about salary and wages.
- Prepares and maintains records for sick time, vacation and other absences.
- Processes timesheets for all OT, shift differential, on-call pay and time tracking for hourly employees.
- Responsible for the integrity, confidentiality and security of all personal records, documents and file system of these records in the department.
- Maintains up to date knowledge of human resource policies and procedures.
Provides advice, guidance and assurance to the Associate Director and other managers on General Operating and Routine Capital accounting and financial matters:
- Monitors and reviews complex transactions, reconciles invoices to requisitions and expenditures on various projects for General Operating and Routine Capital accounts.
- Monitors spending and budget allocation of 20+ Routine Capital Project Grants (PG)
- Provides guidance on the processing of Routine Capital transactions to ensure compliance with Capital Asset Reference Guide (CARG)
- Maintains Routine Capital budget spreadsheets, including reconciling forecasted spending and adjusting commitments to ensure accurate reporting
- Coordinates bi-monthly Routine Capital meetings, including reporting on up-to-date spending of each PG
- Prepares and tracks financial management forms, including journal vouchers, requisitions for payments, invoices, deposits, and travel claims.
- Ensures 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.
- Creates and maintains filing system for copies of paid invoices.
- Identifies and rectifies discrepancies and ensures timely processing of payables, journal vouchers, and purchase orders.
- Coordinates payment of invoices for work performed or requisitioned by Purchase Orders, ensures accuracy of invoices and forwarding to Accounts Payable.
- Reviews and processes purchase requisitions and invoices for operational contracts and identifies any discrepancies with payments of non-compliance to the contract.
- Monitors, receives and deposits cheque payments, including cash.
- Creates invoices for non-institutional charge backs, tracking internal work orders requiring charge backs, and forwarding charge backs to the relevant department.
- Creates and maintains accounts receivable register for internal and non-institutional charge backs and performing follow-up on outstanding accounts.
- Liaises with UBC Okanagan Finance Department as needed to ensure guidance and consistent direction are provided to the Facilities portfolio.
- Coordinates and manages the records for all department VISA Card cardholders; monitors cardholder compliance; determines reporting hierarchy for department; providing assistance to cardholders; primary contact between department and Program Administrator; creates central filing system for department transactions; maintains accurate records for audit purposes.
-Works closely with the department Finance Manager, sits in on monthly budget reviews to answer general spending questions on behalf of each team
Provides administrative support for Energy and Utilities:
- Processes all utility invoices, identifies and reports any irregularities including monetary and metering discrepancies.
-Compile, verify and record utility monthly meter reading information from Facilities Workers.
- Maintains utilities spreadsheets (gas, electrical, water, sewer, utility by type and account) for tracking and reporting purposes.
- Monitors and reports discrepancies in billings and monthly meter readings of campus energy use and utilities.
- Processes cost recover charges to other departments and external clients.
- Supports energy project team activities as required.
Provides administrative support for facilities functions:
- Supports all Archibus/Help Desk functions
- Provides advice and assistance on administrative issues.
- Liaises with IT, Media and Classroom Services on IT Tickets.
- Submits Salto requests to Security.
- Liaises with contractors for services rendered and to ensure accuracy of contract agreement.
- Maintains relationships with contractors and ensuring invoice and job task accuracy.
- Inputs department room bookings within Scientia.
- Generates, reviews and distributes weekly room booking reports for departments, Facilities Engineers and Maintenance Staff, Security and Janitors.
-Updates, maintains, and implements office procedures and processes, including new software and systems implementation.
-Distributes, tracks and collects roof top access forms and hot works permits for contractors, faculty and staff.
-Responds (verbally and/or in writing) to front line and general inquiries, concerns or complaints from faculty, staff, students and the general public.
-Ensures effective and efficient operation of all office functions.
-Organizes resources for Facilities Staff for complex events.
-Creates and maintains content for Facilities Management website while adhering to UBC guidelines.
-Coordinates extra janitorial requests with Janitorial Contractor.
-Maintains inventory, orders and distributes office equipment and supplies.
-Prepares project notifications for the Facilities department and with Risk Management and relays the notices to all departments on campus.
-Prepares, organizes and drafts agendas for meetings and special events.
-Records minutes and ensures completion of action items.
-Attends meetings where expertise is required.
-Coordinates senior manager s travel itineraries, events, expense claims and special projects.
-Composes and/or prepares confidential correspondence.
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. This position is responsible for ensuring all financial information entered into the Financial Management System 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.
Errors in judgement could result in damage to buildings and/or equipment, classes being cancelled or delayed, lost revenue from chargeable bookings and work orders, unnecessary over time, delayed or cancelled events. Error s in decision making in relation to utility and labour chargebacks, results in substantial revenue loss. Errors in dealing with security and/or emergency calls could lead to increased risk of injury or property damage. Work is not checked on a day-to-day basis.
Supervision Received
This position works autonomously and is expected to take initiative, perform duties and assignments independently with minimum supervision. Must be able to work independently with responsibility for accuracy of their work. This position reports to the Associate Director of Facilities Management.
Supervision Given
This position explains work procedures to new or inexperienced employees.
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 two years post-secondary education in business administration or equivalent.Minimum 4 years related experience or an equivalent combination of education and experience is required.
Knowledge of a broad range of UBC policies and procedures preferred.
Experience in accounting principles and with UBC FMS an asset.
Demonstrated customer service skills.
Demonstrated interpersonal skills with the ability to be professional, courteous, and respond with tact and discretion when dealing with faculty, staff, students, external contractors and the general public.
Demonstrated problem solving, interpersonal and organizational skills.
Demonstrated oral and written communication skills including the ability to compose correspondence and prepare reports in clear concise language. Experienced skill level in MS Office Suite, computer and internet skills required. Proficient use of MS Office, including Visio, Project, Power Point and Excel.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 good judgment and diplomacy.
Job Category
BCGEU Okanagan Support StaffJob Profile
BCGEU OK Salaried - Support Services Assistant IIJob Title
Support Services Asst IIDepartment
UBCO | Leadership | Facilities ManagementCompensation Range
$4,695.00 - $5,385.00 CAD MonthlyPosting End Date
January 31, 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.
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
Provides human resources support to the Associate Director of Facilities and the Facilities department:
- Creates new positions in Position Management and ensures proper budget allocation; initiates eRecruit and ePAF hiring process.
- Prepares all documentation and forms for Payroll and Human Resource Management System (HRMS), including verifying accuracy
- Acts as a liaison with Payroll and Human Resources (HR) for corrections and amendments.
- Answers general questions about salary and wages.
- Prepares and maintains records for sick time, vacation and other absences.
- Processes timesheets for all OT, shift differential, on-call pay and time tracking for hourly employees.
- Responsible for the integrity, confidentiality and security of all personal records, documents and file system of these records in the department.
- Maintains up to date knowledge of human resource policies and procedures.
Provides advice, guidance and assurance to the Associate Director and other managers on General Operating and Routine Capital accounting and financial matters:
- Monitors and reviews complex transactions, reconciles invoices to requisitions and expenditures on various projects for General Operating and Routine Capital accounts.
- Monitors spending and budget allocation of 20+ Routine Capital Project Grants (PG)
- Provides guidance on the processing of Routine Capital transactions to ensure compliance with Capital Asset Reference Guide (CARG)
- Maintains Routine Capital budget spreadsheets, including reconciling forecasted spending and adjusting commitments to ensure accurate reporting
- Coordinates bi-monthly Routine Capital meetings, including reporting on up-to-date spending of each PG
- Prepares and tracks financial management forms, including journal vouchers, requisitions for payments, invoices, deposits, and travel claims.
- Ensures 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.
- Creates and maintains filing system for copies of paid invoices.
- Identifies and rectifies discrepancies and ensures timely processing of payables, journal vouchers, and purchase orders.
- Coordinates payment of invoices for work performed or requisitioned by Purchase Orders, ensures accuracy of invoices and forwarding to Accounts Payable.
- Reviews and processes purchase requisitions and invoices for operational contracts and identifies any discrepancies with payments of non-compliance to the contract.
- Monitors, receives and deposits cheque payments, including cash.
- Creates invoices for non-institutional charge backs, tracking internal work orders requiring charge backs, and forwarding charge backs to the relevant department.
- Creates and maintains accounts receivable register for internal and non-institutional charge backs and performing follow-up on outstanding accounts.
- Liaises with UBC Okanagan Finance Department as needed to ensure guidance and consistent direction are provided to the Facilities portfolio.
- Coordinates and manages the records for all department VISA Card cardholders; monitors cardholder compliance; determines reporting hierarchy for department; providing assistance to cardholders; primary contact between department and Program Administrator; creates central filing system for department transactions; maintains accurate records for audit purposes.
-Works closely with the department Finance Manager, sits in on monthly budget reviews to answer general spending questions on behalf of each team
Provides administrative support for Energy and Utilities:
- Processes all utility invoices, identifies and reports any irregularities including monetary and metering discrepancies.
-Compile, verify and record utility monthly meter reading information from Facilities Workers.
- Maintains utilities spreadsheets (gas, electrical, water, sewer, utility by type and account) for tracking and reporting purposes.
- Monitors and reports discrepancies in billings and monthly meter readings of campus energy use and utilities.
- Processes cost recover charges to other departments and external clients.
- Supports energy project team activities as required.
Provides administrative support for facilities functions:
- Supports all Archibus/Help Desk functions
- Provides advice and assistance on administrative issues.
- Liaises with IT, Media and Classroom Services on IT Tickets.
- Submits Salto requests to Security.
- Liaises with contractors for services rendered and to ensure accuracy of contract agreement.
- Maintains relationships with contractors and ensuring invoice and job task accuracy.
- Inputs department room bookings within Scientia.
- Generates, reviews and distributes weekly room booking reports for departments, Facilities Engineers and Maintenance Staff, Security and Janitors.
-Updates, maintains, and implements office procedures and processes, including new software and systems implementation.
-Distributes, tracks and collects roof top access forms and hot works permits for contractors, faculty and staff.
-Responds (verbally and/or in writing) to front line and general inquiries, concerns or complaints from faculty, staff, students and the general public.
-Ensures effective and efficient operation of all office functions.
-Organizes resources for Facilities Staff for complex events.
-Creates and maintains content for Facilities Management website while adhering to UBC guidelines.
-Coordinates extra janitorial requests with Janitorial Contractor.
-Maintains inventory, orders and distributes office equipment and supplies.
-Prepares project notifications for the Facilities department and with Risk Management and relays the notices to all departments on campus.
-Prepares, organizes and drafts agendas for meetings and special events.
-Records minutes and ensures completion of action items.
-Attends meetings where expertise is required.
-Coordinates senior manager s travel itineraries, events, expense claims and special projects.
-Composes and/or prepares confidential correspondence.
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. This position is responsible for ensuring all financial information entered into the Financial Management System 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.
Errors in judgement could result in damage to buildings and/or equipment, classes being cancelled or delayed, lost revenue from chargeable bookings and work orders, unnecessary over time, delayed or cancelled events. Error s in decision making in relation to utility and labour chargebacks, results in substantial revenue loss. Errors in dealing with security and/or emergency calls could lead to increased risk of injury or property damage. Work is not checked on a day-to-day basis.
Supervision Received
This position works autonomously and is expected to take initiative, perform duties and assignments independently with minimum supervision. Must be able to work independently with responsibility for accuracy of their work. This position reports to the Associate Director of Facilities Management.
Supervision Given
This position explains work procedures to new or inexperienced employees.
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 two years post-secondary education in business administration or equivalent.Minimum 4 years related experience or an equivalent combination of education and experience is required.
Knowledge of a broad range of UBC policies and procedures preferred.
Experience in accounting principles and with UBC FMS an asset.
Demonstrated customer service skills.
Demonstrated interpersonal skills with the ability to be professional, courteous, and respond with tact and discretion when dealing with faculty, staff, students, external contractors and the general public.
Demonstrated problem solving, interpersonal and organizational skills.
Demonstrated oral and written communication skills including the ability to compose correspondence and prepare reports in clear concise language. Experienced skill level in MS Office Suite, computer and internet skills required. Proficient use of MS Office, including Visio, Project, Power Point and Excel.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 good judgment and diplomacy.
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