Operations Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

Note: 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 Summary
The Operations Coordinator plays a key role in the Department of Psychology by providing complex administrative support in the planning, implementation, and coordination of the Department's day-to-day operational activities and services. Responsibilities include: human resources support, facilities and safety coordination, general financial and administrative support.

Organizational Status

Reporting to the Director, Administration, the incumbent works with all members of the department, and regularly interacts with faculty, staff and students from other units on campus. The incumbent handles enquiries, discusses confidential issues, and provides detailed information of a factual and an interpretative nature in a very busy office. This position liaises with staff, students, faculty, and visitors to the Department as well as relevant individuals and units within the Faculty of Arts and other organizations at UBC (e.g. Arts Service Centre, Building Operations, UBC Security, etc.).

Work Performed

Human Resources Support

• Provides information and guidance to the Department surrounding student appointments, payroll, and other human resources inquiries.
• Coordinates all non-TA student appointments for the Department; communicates with student employees; collects information and coordinates appointment documents, prepares offers letters and processes appointments as required.
• Researches and provides information regarding UBC appointment policies and procedures to staff and faculty; checks budget information to ensure adequate funding is available; resolves complex student appointment issues relating to grant funded positions, employment eligibility and work permits, consulting with the Director, Administration as needed.
• Coordinates the Department's Work Learn Student hiring program by soliciting applications from staff and faculty, providing information and guidance on Work Learn program policies and procedures, assisting with the classification of positions, and submitting proposals for review.
• Works with relevant hiring managers to coordinate departmental onboarding/offboarding for faculty, staff, and student employees; participates in the development of procedures and materials including orientation and training activities.

• Holds Workday security role of department Timekeeper and responds to queries regarding hourly payroll. Resolves moderately complex queries or errors independently.
  

Facilities

• Coordinates facilities related requests including repairs, renovations, and trouble calls for the Department; liaises with staff, faculty, and other departments as required, to understand needs and determine appropriate actions; makes recommendations on requested improvements; consults with Director, Administration on any Department-funded requests. Prepares reports on service usage and costs.
• Assists with the planning of and makes recommendations to the Director, Administration on the allocation of office space for staff, faculty, students and visitors; coordinates office moves and furniture relocations.
• Ensures that classrooms and event spaces are appropriately configured and set-up for scheduled classes and activities; maintains storage rooms including the Department's inventory of furniture and equipment.
• Works with the Local Safety Team (LST) Co-Chairs to coordinate meetings, conduct building inspections and fire drills, update emergency plans, develop training materials, and organize other health and safety initiatives as required,
  

General Administration

• Provides day-to-day senior level administrative support to the Director, Administration which includes responding to complex inquiries, composing correspondence, and providing information of a complex nature.
• Coordinates the Department credit card including making purchases on behalf of the department, reconciling expenses to appropriate Worktags and accounts in a timely fashion, collecting receipts for reconciliations as needed, and alerting the Director, Administration to any issues.
• Prepares and enters financial transactions using AIR forms and Workday, verifies completion and reconciles transactions. Reviews vouchers submitted by faculty for accuracy and for appropriate documentation and authorization. Monitors expenditures for compliance with regulations and against budgets set by Director. Resolves moderately complex queries or errors independently.
• Reviews financial statements, checks documentation, corrects financial information and resolves problems. Refers contentious problems or those with potentially wide-ranging implications to the relevant account manager.
• Oversees event management support for Department meetings and events, including logistical support, catering arrangements, technological set-up, and facilitating clean-up.
• Performs other related duties consistent with the classification and requirements of the position.

Consequence of Error/Judgement
Works independently under minimal supervision. Output and deadlines are identified. Exercises initiative, tact and judgement in handling matters of a routine and non-routine nature. Establishes methods for completing assigned tasks and meeting priorities. Works with many conflicting demands and priorities. Failing to demonstrate initiative in learning of activities or programs, or to develop a system that makes it possible to respond quickly and accurately would create a poor impression of the department s professionalism. Expected to seek answers to unfamiliar questions or situations. Two complex systems (Workday and Human Subject Pool) require considerable attention. A failure to set appropriate priority or paying insufficient attention to detail could affect large numbers of people, require many hours to sort out and delay receipt of reimbursements. A failure to treat confidential or secure information appropriately could leave the department open to legal action or affect our public image.

Supervision Received
Receives general instructions during orientation and on subsequent new assignments or changes in procedures. Works independently under minimal supervision. Refers unusual, or very complex problems to the relevant Committee Chairs, to the Manager, Research Finances, or to the Director, Administration.

Supervision Given
Provides direction and advice to faculty and research assistants relating to financial and payroll matters.

Minimum Qualifications

High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.

- 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

Additional professional certification in HR or Finance preferred. Computer experience at an intermediate level (Word, Excel). Experience working in an academic office an asset. Experience with the UBC online systems (Workday). Ability to type 60 w.p.m. and to operate a normal range of office equipment. Ability to anticipate problems and issues and plan ahead. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to prioritize and work effectively under pressure to meet deadlines in an environment with frequent interruptions. Ability to listen actively and attentively, and obtain clarification. Ability to learn new software programs. Ability to provide quality service to customers in a courteous, patient manner, and to identify and respond to contentious or politically sensitive issues with tact and discretion. Ability to work effectively independently and in a team environment.