Operations Coordinator

7 days ago

Vancouver, British Columbia, Canada University of British Columbia Full time
Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Operations Coordinator

Department

Administrative Support | Department of Sociology

Compensation Range

$3, $4,082.00 CAD Monthly

Posting End Date

March 10, 2023

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

Job End Date

Job Summary

The Operations Coordinator plays a key role in the Department of Sociology 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, event coordination, facilities management and security support, general financial and administrative support. 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.).

Organizational Status


Reporting to the Manager of 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 performs general reception and contributes to the evaluation, planning, and development of the Sociology Department's operations.

Work Performed

Human Resources Support

  • Provides information and guidance to the Department surrounding student appointments, payroll, and other human resources inquiries.
  • Coordinates all nonTA 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 student 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 Manager, Administration as needed.
  • 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.
Events Coordination

  • Facilitates Department room bookings and logístical setup for meetings, special events, makeup exams, etc. using the AnSo Room Booking Calendar (Outlook) and Scientia.
  • Oversees event management support for Department meetings and events, including logístical support, catering arrangements, technological setup, and facilitating cleanup.
Facilities Management Support

  • Coordinates and oversees facilities management activities for the Department within the Anthropology and Sociology Building (AnSo) including A/V maintenance and operation, building maintenance, and building security arrangements, consults with Manager of Administration and other AnSo departments as required.
  • Coordinates all facilities related requests including repairs, renovations, and trouble calls for the Department; liaises with staff, faculty, and other AnSo departments as required, to understand needs and determine appropriate actions; makes recommendations on requested improvements; consults with Manager of Administration on any Departmentfunded requests; prepares and tracks service requests ensuring that all relevant information is provided; communicates with Building Operations to ensure that projects are carried through to completion.
  • Coordinates and monitors access to building and office entry via the ACMS and key request systems; periodically reviews building and office access reports to ensure that user access is updated and removed as needed; works with Access Services to ensure rooms in AnSo are properly assigned to the correct Departments.
  • Assists with the planning of and makes recommendations to the Manager, Administration on the allocation of office space for staff, faculty, students and visitors; coordinates office moves and furniture relocations; maintains and updates AnSo office allocation map.
  • Performs regular inspections of AnSo, reporting any deficiencies or custodial concerns to the Manager of Administration.
  • Ensures that classrooms and event spaces are appropriately configured and setup for scheduled classes and activities; maintains storage rooms including the Department's inventory of furniture and equipment.
Health & Safety

  • Coordinates health and safety education and training for the Department's staff, faculty, and students; facilitates regular communication pertaining to health and safety announcements, policies, and procedures.
  • Liaises with the Faculty of Arts Safety & Environment Advisor and makes recommendations to address emerging health and safety issues.
  • Works with the Loca

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