Facilities & Technical Services Assistant
About the role
Staff - Union
Job Category
CUPE 116
Job Profile
CUPE 116 Salaried - Storeperson
Job Title
Facilities & Technical Services Assistant
Department
Administrative Leadership | Department of Earth and Ocean Sciences | Faculty of Science
Compensation Range
$4,131.00 - $4,332.00 CAD Monthly
Posting End Date
August 10, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
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 is a hands-on role where the incumbent supports department activities by utilizing their customer service, organizational, problem solving and technical skills to:
- Coordinate shipping and receiving logistics
- Arrange for purchase of supplies, materials and equipment
- Support Machine shop and Technical Services operations
- Coordinate space management, access and key requests
- Assist the Building Operations Manager with Health and Safety administration
- Coordinate and document routine health and safety activities
- Assist the Building Operations Manager with tasks
- Coordinate departmental vehicle booking workflow and vehicle maintenance programs
Organizational Status
The incumbent reports to the Building Operations & Technical Services Manager
Work Performed
Purchasing, Stores, Shipping & Receiving
- orders equipment, tools and consumables for the Department
- Processes purchase order requisitions for off-campus and on-campus suppliers
- Coordinates internal charge-back systems and prepares paperwork to recover costs
- Reconciles departmental purchase cards per UBC policy and procedures
- Verifies the satisfactory receipt of supplies and confirms authorization of payment with accounts payable
- Dispenses various teaching, research and administrative supplies, parts, tools and consumables
- Tracks loaned out equipment in order to ensure its safe return
- Safely dispenses and transports various chemicals, often requiring the use of personal safety equipment. Obtaining the TDG certification is mandatory
- Produces regular inventory control reports
- Ensures that appropriate stock levels are maintained
- Responsibility for shipping/receiving activities including the notification of recipients when orders are received; preparing receiving reports; requesting and scheduling pickup of goods by courier/dispatch
- Notifies vendors of incorrect shipments and broken/defective goods and obtains authorization for return and/or replacement
- Works with couriers, customs brokers and other interested parties to ensure that items clear customs
Facilities & Building Operations
- Assists Building Operations and Technical Services Manager with various tasks (Plan On, Access control system, key desk) and emergency response
- Coordinates the vehicle booking process and procedures
- Ensures EOAS vehicles are properly maintained, insured
- Ensures the vehicle logs are current, cost-recovery systems are in place and revenue is properly recorded
- Reconciles the fleet gas purchase cards per UBC policies and procedures
- Assists Building Operations and Technical Services Manager with renovation projects, space management and inventory tracking activities
- Moves furniture, displays and other equipment as required
- Coordinates disposal of electronic waste, metal scrap, rock samples etc.
- Sets up rooms for various departmental events
Machine Shop & Technical Services
- Monitors machine shop work orders and maintains metrics on work performed, parts produced and purchased material
- Collects and reports user feedback on products and services
- Liaises with finance team on internal and external invoicing for work orders
- Works with machinists on maintaining up to date documentation in the machine shop
Health & Safety
- Maintains up to date safety documentation associated with facilities
- Reviews onboarding safety training compliance for new staff and students.
- Collects and maintains safety records and documentation
- Supports routine health and safety activities such as fire drills and inspections
Consequence of Error/Judgement
Errors in judgement could have a negative impact on our core teaching, learning and research objectives, and could lead to over expenditure within the department. Lack of attention to detail, poor judgement or ineffective communication may lead to operational inefficiencies, poor internal and external relations or missed deadlines. Improper handling of chemicals or cargo could endanger departmental personnel and property.
Supervision Received
Reports to the EOAS Building Operations & Technical Services Manager. Works under general supervision from oral and written instructions and according to established procedures; receives detailed instructions on the assignment of new duties.
Supervision Given
None given but may be required to provide instructions to department members on various procedures, including, i.e., procurement or health and safety procedures.
Minimum Qualifications
High school graduation and a minimum one year of related experience or an equivalent combination of education and experience.
-
Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
-
Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
- Preference given to those who have graduated from a technical college or institute and/or have technical knowledge.
- Excellent customer service skills are required, as well as the ability to effectively resolve client complaints in a calm, nonconfrontational manner, and by exercising sound judgement.
- Ability to work effectively, independently and in a team environment.
- Strong organizational skills with an ability to plan, prioritize and execute workflow to meet deadlines under pressure.
- Ability to analyze problems, identify key information and issues, and effectively resolve, as well as the willingness to take ownership of tasks and follow up on issues.
- Ability to communicate effectively verbally and in writing.
- Ability to coordinate and oversee multiple work processes and projects.
- Ability to exercise sound judgment and problem solve.
- Experience or exposure to shipping and facilities management.
- Strong Microsoft Office computer skills.
- Knowledge of, or a willingness to be trained and certified in relevant occupational, health, and safety standards, as well as chemical safety and training.
- First aid certification preferred.
- A valid BC Driver’s License and safe driving record.
- Physically capable of handling items up to 25 kg and/or using equipment such as pallet jacks, lifts, hand trucks, etc. to properly maneuver and lift large and/or heavy items in a safe manner.
Facilities & Technical Services Assistant
About the role
Staff - Union
Job Category
CUPE 116
Job Profile
CUPE 116 Salaried - Storeperson
Job Title
Facilities & Technical Services Assistant
Department
Administrative Leadership | Department of Earth and Ocean Sciences | Faculty of Science
Compensation Range
$4,131.00 - $4,332.00 CAD Monthly
Posting End Date
August 10, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
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 is a hands-on role where the incumbent supports department activities by utilizing their customer service, organizational, problem solving and technical skills to:
- Coordinate shipping and receiving logistics
- Arrange for purchase of supplies, materials and equipment
- Support Machine shop and Technical Services operations
- Coordinate space management, access and key requests
- Assist the Building Operations Manager with Health and Safety administration
- Coordinate and document routine health and safety activities
- Assist the Building Operations Manager with tasks
- Coordinate departmental vehicle booking workflow and vehicle maintenance programs
Organizational Status
The incumbent reports to the Building Operations & Technical Services Manager
Work Performed
Purchasing, Stores, Shipping & Receiving
- orders equipment, tools and consumables for the Department
- Processes purchase order requisitions for off-campus and on-campus suppliers
- Coordinates internal charge-back systems and prepares paperwork to recover costs
- Reconciles departmental purchase cards per UBC policy and procedures
- Verifies the satisfactory receipt of supplies and confirms authorization of payment with accounts payable
- Dispenses various teaching, research and administrative supplies, parts, tools and consumables
- Tracks loaned out equipment in order to ensure its safe return
- Safely dispenses and transports various chemicals, often requiring the use of personal safety equipment. Obtaining the TDG certification is mandatory
- Produces regular inventory control reports
- Ensures that appropriate stock levels are maintained
- Responsibility for shipping/receiving activities including the notification of recipients when orders are received; preparing receiving reports; requesting and scheduling pickup of goods by courier/dispatch
- Notifies vendors of incorrect shipments and broken/defective goods and obtains authorization for return and/or replacement
- Works with couriers, customs brokers and other interested parties to ensure that items clear customs
Facilities & Building Operations
- Assists Building Operations and Technical Services Manager with various tasks (Plan On, Access control system, key desk) and emergency response
- Coordinates the vehicle booking process and procedures
- Ensures EOAS vehicles are properly maintained, insured
- Ensures the vehicle logs are current, cost-recovery systems are in place and revenue is properly recorded
- Reconciles the fleet gas purchase cards per UBC policies and procedures
- Assists Building Operations and Technical Services Manager with renovation projects, space management and inventory tracking activities
- Moves furniture, displays and other equipment as required
- Coordinates disposal of electronic waste, metal scrap, rock samples etc.
- Sets up rooms for various departmental events
Machine Shop & Technical Services
- Monitors machine shop work orders and maintains metrics on work performed, parts produced and purchased material
- Collects and reports user feedback on products and services
- Liaises with finance team on internal and external invoicing for work orders
- Works with machinists on maintaining up to date documentation in the machine shop
Health & Safety
- Maintains up to date safety documentation associated with facilities
- Reviews onboarding safety training compliance for new staff and students.
- Collects and maintains safety records and documentation
- Supports routine health and safety activities such as fire drills and inspections
Consequence of Error/Judgement
Errors in judgement could have a negative impact on our core teaching, learning and research objectives, and could lead to over expenditure within the department. Lack of attention to detail, poor judgement or ineffective communication may lead to operational inefficiencies, poor internal and external relations or missed deadlines. Improper handling of chemicals or cargo could endanger departmental personnel and property.
Supervision Received
Reports to the EOAS Building Operations & Technical Services Manager. Works under general supervision from oral and written instructions and according to established procedures; receives detailed instructions on the assignment of new duties.
Supervision Given
None given but may be required to provide instructions to department members on various procedures, including, i.e., procurement or health and safety procedures.
Minimum Qualifications
High school graduation and a minimum one year of related experience or an equivalent combination of education and experience.
-
Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
-
Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
- Preference given to those who have graduated from a technical college or institute and/or have technical knowledge.
- Excellent customer service skills are required, as well as the ability to effectively resolve client complaints in a calm, nonconfrontational manner, and by exercising sound judgement.
- Ability to work effectively, independently and in a team environment.
- Strong organizational skills with an ability to plan, prioritize and execute workflow to meet deadlines under pressure.
- Ability to analyze problems, identify key information and issues, and effectively resolve, as well as the willingness to take ownership of tasks and follow up on issues.
- Ability to communicate effectively verbally and in writing.
- Ability to coordinate and oversee multiple work processes and projects.
- Ability to exercise sound judgment and problem solve.
- Experience or exposure to shipping and facilities management.
- Strong Microsoft Office computer skills.
- Knowledge of, or a willingness to be trained and certified in relevant occupational, health, and safety standards, as well as chemical safety and training.
- First aid certification preferred.
- A valid BC Driver’s License and safe driving record.
- Physically capable of handling items up to 25 kg and/or using equipment such as pallet jacks, lifts, hand trucks, etc. to properly maneuver and lift large and/or heavy items in a safe manner.