Coordinator, Welcome Centers and Facility Projects

3 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Business Operations, Level A

Job Title

Coordinator, Welcome Centers and Facility Projects

Department

UBC Alumni Welcome Centre

Compensation Range

$5,791.00 - $8,323.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

September 4, 2024

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

This Coordinator, Welcome Centres and Facility Projects manages the unique and exceptional customer service and engagement of the Welcome Centers within the Robert H. Lee Alumni Centre (RHLAC). The Coordinator creates a welcoming and inviting space with an eye on growth of activities that maximize the alumni, client, and visitor experience to UBC. The incumbent will be an exceptional results-oriented problem solver, aiming to increase client and visitor awareness, utilization, and satisfaction. The Coordinator is an ambassador for the UBC and alumni UBC brand and will be critical in developing, cultivating, and strengthening relationships between UBC and the University’s alumni, donors, friends, and other University partners.

Core responsibilities include managing operations for front and back of house; hiring, training, and developing communication and deliverables for our UBC ambassador program, identifies and submits service requests through UBC Building Operations and third-party suppliers. The position is expected to provide an excellent level of customer service for our clients and guests.

Organizational Status

Reports directly to the Manager, UBC Welcome Centre and Facility Projects. Works closely with Facility Sales, Events and Operations Managers and Coordinator, Welcome Centre and Facility Projects. Provides day-to-day direction, communication and leadership to upwards of 50 student employees. Liaises with a variety of partners both internal and external to UBC including alumni, clients, donors, the general public and visitors, campus partners and departments, service providers, and colleagues in the DAE portfolio.

Work Performed
- Ensures that the "public face" of the Robert H Lee Alumni Centre is maintained to exceptional standards and that alumni, donors, and visitors receive a positive experience and that accurate, courteous and professional customer service is provided and maintained.
- Develops, leads and executes the front line services for both the first-floor welcome centre desk and third floor alumni welcome space.
- Works to streamline the front desk ambassador responsibilities and programming involvement, with an aim to bring meaningful work to the position while managing daily staff budget allocation.
- Works in partnership with the facilities team and audits essential booking, scheduling and financial data.
- Adjusts process and booking information as needed, analyzes processes and makes recommendations to optimize services offered through our booking and rental services.
- Works with third party software to further design and develop sales and expense reports that are tailored to our business functions.
- Regularly review data,and provide summary reports with recommendations to both the facility sales and operations staff on how best to optimize our processes.
- Provide key eye for detail, leadership with ability to make actionable decisions that will better affect event execution and general building operations.
- Manages and evaluates all service requests in the building and financial costs for non-core projects. Manages and follows through the services projects to their completion.
- Provides financial approvals for UBC building operations and third-party suppliers.
- Manages the development and execution of a robust training program for student ambassadors, to include online and in person knowledge testing with a focus on excellent customer service, employee safety and retention.
- Manages, develops and maintains operational manuals for onsite staff, and regularly audits the central knowledge base held in Microsoft Teams to ensure all sales and operational information is up to date. This requires a keen eye for detail and content management of all training materials meant for front desk, speci

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