Facilities and Building Services Clerk; Part-time

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 Description Summary
Under general supervision of Facilities and Building Services Admin Supervisor, the Facilities and Building Services Clerk position will provide reception and administrative support for the Facilities and Building Services office. The areas of responsibility and duties range from complex to routine, including but not limited to updating and distributing staff schedules, payroll, accounts payable, updating and running room reports, coordinating orders, working with the master key system and electronic communication systems, and assisting in new employee recruitment/orientation for the department.

Work schedule may vary seasonally due to operational needs.

Organizational Status
Reports directly to the Facilities Manager and works closely under the supervision of Administrative Supervisor, along with the Director of Facilities and Building Services, Associate Directors, Trades Manager, Building Managers, Head Tradesperson, Subhead Tradesperson, and other Facilities and Building Services/Conferences and Accommodations management staff.

Work Performed

Acts as one of the first points of contact for the department by receiving visitors, and responding or redirecting people as appropriate. This would include being a liaison between Facilities and Building Services and various external groups
Perform reception and administrative duties. Coordinates the repairs and maintenance of office equipment. Coordinates schedules and meetings for special projects with key stakeholders and compiling relevant reports prior to the meetings (residents, contractors, and other departments).

Responds to complex inquiries via investigation and analysis, and provides information to appropriate individuals or stakeholders. Works with other UBC departments to coordinate logistics or exchange information to be able to resolve issues or respond to inquiries.

Coordinates departmental ordering for Facilities and Building Services staff, obtains quotes, creates purchase orders and is responsible for receiving, verifying, and tracking invoice payments.

Coordinates access to the master key system and electronic communication system through issuing, recording, collecting and maintaining keys, mobile phones, and pagers for the department personnel on a daily basis.

Maintains the work request system by entering, editing, and manipulating data while also tracking the progress of each request from beginning to completion. Additionally would gather data and analyze work request statistics, as well as entering and assigning data from invoices and expenses to related work requests, and assigning work requests to department trades, non-Housing trades, and contractors. Coordinates logistics for department projects by assisting with room inspections, cataloguing issues, collating data, and maintaining regular communication with relevant parties regarding ongoing issues.

Tracks work hours for the Facilities and Building Services staff on timesheets and works with the Payroll…