Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Title

Facilities & Office Administrator

Department

Human Resources Support | Dean's Office | Faculty of Applied Science

Compensation Range

$5,791.00 - $8,323.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

March 22, 2026

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

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 including, IT procurement, space management, and equipment preparation/decommissioning.
• Assesses and ensures administrative procedures and information systems are efficient and meet the continuing needs of the unit. Analyzes financial, operational, and administrative information flows and work processes to identify inefficiencies and design and implement improvements.
• Identifies any necessary shared Administrative Office resources, tools or systems and provides oversight to ensure they are maintained, updated, and replaced as needed, such as procurement for large items like photocopiers/printers.
• Plans and oversees coordination of orientations and training for any new UBC initiatives affecting the faculty and staff in Applied Science.
• Works with the Senior Manager, Dean’s Office Administration to facilitate and manage faculty onboarding across APSC.
• Develops and manages proposed and approved projects regarding space requirements for the Dean’s Office/SSC and coordinates the procurement of equipment, furniture, and renovations as required. Acts as first point of contact for IT troubleshooting and support.
• Responsible for security, authorization of keys and controlled access. Proactively ensures effective measures are in place to prevent and deter theft of assets.
• Manages the administration of the Applied Science JOHSC, including preparing agendas, gathering documentation, and taking meeting minutes.
• As a member of the Dean’s Office Administration Support team, may be called upon to provide administrative support for initiatives or events as needed.
• Performs other duties as required.

Consequence of Error/Judgement

This position acts as a representative of the Dean’s Office and SSC when managing projects and engaging with both internal and external stakeholders. Failure to exercise sound judgement or professionalism may negatively impact the reputation of the Dean’s Office, SSC, the Faculty, and the University.

This role is responsible for ensuring projects are completed in a timely and efficient manner. Delays may result in loss of opportunity, funding or stature of the Faculty and the University.

Inappropriate advice or inaccurate information provided to managers within the Faculty may result in grievances, arbitration, or litigation. Any misuse of misunderstanding of HR data management tools and practices may have negative implications to the staff, Faculty, and University.

Supervision Received

This role reports directly to the Senior Manager, Dean’s Office Administration and takes direction from the Senior Manager, Strategic Initiatives and Planning in relation to facilities projects.

Supervision Given

May provide direction to CUPE staff in the Dean’s Office/SSC as required.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the 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

• Excellent written and oral communication, with the ability to convey information clearly and professionally

• Demonstrated ability to work collaboratively, fostering positive relationships and effectively supporting colleagues across teams

• Proven ability to engage and communicate with a diverse group of stakeholders

• Strong organizational and time- management skills, with a track record of managing multiple priorities and meeting deadlines in a fast-paced environment

• Previous experience managing small to mid-sized projects, including effectively managing stakeholders, tracking progress, and ensuring successful outcomes

• High degree of flexibility and adaptability, with the ability to navigate shifting priorities and to support evolving operational needs

• Commitment to service excellence, with a proactive, solutions-focused approach to supporting stakeholders

• Ability to exercise sound judgement, take initiative, and resolved problems independently while escalating issues appropriately

• Ability to remain calm, composed, and effective under pressure, particularly during periods of high volume or competing demands

• Previous experience in a post-secondary environment is an asset

• PMP certification or progress toward certification is an asset

About Us

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at

workplace.accessibility@ubc.ca

.