Operations & Faculty Coordinator

Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant IV Job Title Operations & Faculty Coordinator Department UBCO | Operations | Strategic Initiatives | Faculty of Management Compensation Range $4,981.00 - $5,713.00 CAD Monthly Posting End Date October 18, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date February 19, 2027 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: Under the general direction of the Manager, Dean’s Office, this role has primary responsibility for the day-to-day operations of the Faculty works collaboratively with faculty, staff, students, and external contract suppliers. The role provides comprehensive core financial management, facilities management, and administrative support to all roles within the Faculty, including Dean’s office, faculty members, students and staff, including preparation of financial documents, tracking, entering data, and reconciling errors. Responsible for coordinating office setups, upgrades, and building security. Located within the Faculty of Management, the Operations & Faculty Coordinator will report directly to the Manager, Dean’s Office, who provides overall direction and supervision. This position interacts regularly with faculty members, staff and student employees on facilities, and financial matters as well as liaises regularly with colleagues in Financial Services, Facilities, Supply Management and other University departments as well as a number of external suppliers. Work Performed Finance and Accounting Support: Creates financial documents/requisitions; performs accurate and timely data entry of financial documents (travel claims, professional development funding and purchasing requisitions) using Workday. Uses judgement, in complement with knowledge of UBC policy and practice, to make decisions during document preparation. Reconciles UBC Visa transactions for Faculty of Management Visa cardholders; assists with Visa transaction questions and anomalies. Supports Faculty of Management researchers, faculty and staff by liaising with Procurement to create requisitions to issue Purchase Orders, ensuring appropriate documentation and authorization for each financial requisition. Acts as a Workday delegate, submitting expenses on behalf of faculty, staff and researchers. Reviews all financial paperwork to ensure appropriate back-up documentation is provided; follows-up with the originating faculty or staff member when additional documentation is required. Tracks rejected transactions, follows-up and resolves errors. Maintains files of all financial transaction documents and supporting material. Monitors IT Services, telephone and photocopier charges and verifies/corrects invoices. Acts as UBC Visa Card Coordinator for the Faculty of Management. Resource person on the UBC Visa cards, ensuring all guidelines and procedures are followed and provides advice to Faculty of Management card holders on purchasing policies; submits and tracks Visa card application/deactivation requests. Acts as Online Merchant Account Administrator; setting up requests for online credit/debit card payments. Ensuring PCI compliance with Financial Services policies and procedures. Tracks online credit/debit transactions and issues refunds when required. Provides HR support to the Faculty of Management by: Provides onboarding support, submits tickets for required accesses and equipment requests. Provides ongoing assistance with issues pertaining to facilities, equipment, and supplies. Provides Administrative support to the Faculty of Management by: …

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