Operations Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 2 (Gr3)

Job Title

Operations Assistant

Department

Research & Operations | CHSPR | Faculty of Medicine

Compensation Range

$4,208.00 - $4,316.00 CAD Monthly

Posting End Date

May 19, 2025

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

Job End Date

May 31, 2026

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 Assistant is responsible for supporting the planning, implementing and managing the operational, financial and human resources activities of the UBC Centre for Health Services and Policy Research (CHSPR) and Centre for Applied Ethics (CAE), within the School of Population and Public Health (SPPH). Specific responsibility domains include financial processing, human resources administration, office and online communications, and general operations.

Organizational Status

The Operations Assistant reports to the Operations Manager and also works closely with CHSPR’s other faculty, project managers, and other support staff. This role interacts with university administration (e.g., Financial Services, Human Resources, and Office of Research Services), and key staff (e.g., finance, HR) in the Faculty of Medicine (FoM) and the School of Population and Public Health (SPPH). The Operations Assistant also interacts with granting agencies, government bodies, and other external partners and vendors.

CHSPR is an interdisciplinary research centre comprised of approximately seven core faculty and numerous staff, students, postdoctoral fellows, and visiting scholars who conduct research regarding the organization, financing, and access to and delivery of health care. It is an independent research centre within the School of Population and Public Health, Faculty of Medicine, UBC. All of the CHSPR faculty and most of the staff, students and post-doctoral fellows are based at the Vancouver Campus of UBC.

The W. Maurice Young Centre for Applied Ethics (the Centre) is an interdisciplinary research unit within the School of Population and Public Health at the University of British Columbia. The Centre was created in 1993 with endowments by W. Maurice Young (LLD) and the Bentall Foundation. The Centre’s affairs are managed by a Coordinating Committee representing faculty, students and research associates, chaired by the Director of the Centre.

The Centre’s approach to other UBC academic and research units follows from our position as an interdisciplinary academic centre, and from our mission to advance the research agenda of applied ethics. A number of departments and units—including Animal Welfare, the Institute for Resources, Environment, and Sustainability, Nursing and Philosophy—have contributed outstanding students to the Centre, while our research and teaching/supervision now ties us to Medical Genetics, Law, Political Science, Journalism, Forestry, Botany and Computing Sciences. These relationships and the products of our collaborations place the Centre at the forefront of the movement to create “transdisciplinary” research.

Work Performed

Administrative Support
- Welcomes and greets guests and visitors, and acts as the main point of contact for general inquiries for CHSPR and CAE. Responds to requests for information and ensures that inquiries are directed to the right person or place.
- Checks and picks up mail from SPPH mailroom to redistribute and acts as the package shipping and delivery contact for CHSPR and CAE.
- Assists conference planning and events, including sending out calendar invitations for meetings and lunch seminars to faculty members. Organizes lunch orders (for pickup/delivery) for monthly lunch seminars.
- Coordinates CHSPR meeting room bookings (room 202/219/210) and room bookings with SPPH reception for other meeting rooms if required.
- Submits CHSPR Area Access requests to the PopData Access Team and key requests to UBC Parking. Updates the CHSPR Area Access list regularly.
- Follows up with faculty members on incoming students for the new school year and students with completed degrees to update the CHSPR member list for each group.
- Updates the space seating plan regularly.
- Coordinates Pinnacle phone service requests, including adding and cancelling phone lines, resetting voice mail, and changing display names.
- Tracks computer hardware and supplies inventory; coordinates with e-waste recycling and confidential shredding with SPPH.
- Submits area maintenance requests to Building Operations via Planon; works with facility manager/SPPH on billable requests. Follows up and resolves any issues arising from thes