Facilities & Office Administrator

The Faculty of Applied Science at UBC encompasses six engineering departments, the School of Architecture and Landscape Architecture, the School of Nursing, the School of Community and Regional Planning, four multidisciplinary programs, five major research centres, and the School of Engineering at UBC Okanagan. As UBC’s fourth-largest faculty, it operates across the Point Grey and Okanagan campuses, as well as various off-site locations, including health authority facilities.

As a multi-disciplinary Faculty, the core purpose is to discover, design and innovate, provide top-tier education and champion a community of responsible professionals.

The Facilities and Office Administrator acts as a key member of the Dean’s Office, the APSC Shared Service Centre (SSC), and the Faculty. This position provides day to day operational and administrative management to the Applied Science Dean’s Office, as well as being the sole Office Administrator for the APSC Shared Service Centre. This role is responsible for developing, implementing, and assessing a wide range of operations and administrative procedures for the Dean’s Office and SCC including onboarding and off-boarding, employee access, facilities, inventory management, and related operational processes.

Alongside Office Administration, this role responsible for managing and implementing projects, including those related to facilities/building and space management. This role will also work closely with the Lead Administrators in the Faculty's Departments and Schools, providing advice and guidance in relation to space and facilities/building projects as needed.

Organizational Status

This position reports directly to the Senior Manager, Dean’s Office Administration.

This role will work closely with the management teams in the academic and administrative units across the Faculty. Interacts regularly with staff, students, and faculty across Applied Science and liaises with colleagues from Financial Services, Building Operations, Facilities Planning, Project Services and other departments across the University, as well as external vendors.

Work Performed

Project & Facilities Management

• Implements action strategies and plans for projects within the Dean’s Office, SSC and the Faculty; develops timelines, monitors resource allocation, defines deliverables, and evaluates progress and outcomes.

• Responsible for the development, planning and implementation of goals, priorities and objectives in keeping with the strategic direction of Applied Science.

• Manages small to medium-scale building projects for the Dean’s Office/SSC and Faculty, working closely with Departments and Schools as needed; manages project timelines to ensure targets are met and evaluates and reports on progress and outcomes.

• Leads communications and facilitation with Building Operations for the successful maintenance of the Dean’s Office and assists Applied Science Departments and Schools when complex facilities issues arise, recommending solutions to Administrators.

• Works closely with the Senior Manager, Strategic Initiatives & Planning to manage renovations and capital projects within the Applied Science space footprint.

• Provides advice to Dean’s Office, SSC, Department, Schools, Centres and programs on key initiatives and projects.

• Manages security and access control for the Dean’s Office and its units, including key/access authorization, alarm installations and access, and securing of equipment.

Office Management

• Manages the day to day operations of the APSC Shared Service Centre and the APSC Dean’s Office.

• Develops, implements, and evaluates administrative policies, practices and procedures to ensure effective and efficient operation of the APSC Dean’s Office and APSC Shared Service Centre (SSC). Maintains ongoing awareness of University policies and practices, and ensures all unit administrative procedures align.

• Establishes, maintains, advises and ensures compliance with policies, procedures and standards for procurement, facilities, inventory management, operational, and administrative processes.

• Leads and manages the onboarding and offboarding of all Dean’s Office and Shared Service staff…