Position Information

Position Number

P00211

Position Title

Facilities Operations Assistant

Division/Portfolio

Facilities Management

Department/Program

Facilities Administration

Location

Kelowna

Other Flexible Work Options

Your Opportunity

Under the limited supervision of the Manager, Project Management Office, the Facilities and Business Services Assistant provides administrative and financial support to the managers within Facilities and Business Services. This position assists with the development and implementation of the Division’s capital budgets and plays a key role in updating and maintaining a variety of financial and other records related to project cost control systems, as well as other reports as required. This position is responsible for reviewing the department’s financial transactions to ensure compliance to College policies, monitoring budgets and reporting on variances, as well as liaising with managers, other departments and external vendors to resolve discrepancies.

Functions and Duties

1. Supports and enhances the efforts of the Managers in fostering a team approach within the unit. The Facilities and Business Services Assistant is committed to providing quality customer service and actively working towards continuous improvement.

2. Monitors and assists with the department’s capital budgets; works with the Senior Managers and Managers to identify accountabilities for projections for each component of the budget, adhering to submission timelines and requirements including compliance to required formats and guidelines.

3. Assists Senior Managers and Managers to develop and prepare departmental expenditure projections. Analyzes the completeness of the projections to ensure all relevant areas have been included and the results are reasonable when compared to budget and prior year trends. Provides Director, Senior Managers and Managers with monthly FAST reports as necessary.

4. Issues requisitions to purchase with Web Requisition System; liaises with Purchasing to resolve problems. Identifies and investigates unusual transactions, and ensures adherence to financial processes and procedures. Assesses the causes of variances and recommends corrective actions.

5. Provides financial information and analysis pertaining to Division statistics, reports, proposals and business cases, including confidential reports for management and others.

6. Receives and processes invoices, consultants’ billings, and contractors’ monthly progress claims. Reviews all Consultant and Vendor billings for compliance with contract conditions and values. Checks all payments for accuracy and completeness. Reviews OC lease information for payment accuracy and ensures timely payments.

7. Monitors and reviews Account and Cost Centre Details and verifies against project cost. Updates cost reports and forecasts using information from Financial Services.

8. Monitors and tracks contract holdback amounts retained by Owner in accordance with Builders’ Lien Act and maintains accurate filing system. Handles incoming enquiries related to OC construction projects and Consultant and Vendor billings.

9. Provides support and assistance to other members of the Facilities and Business Services management team as required, and meets regularly to discuss Division issues and solutions. May be assigned special projects in other areas within the Division.

10. Develops and maintains effective working relationships with a variety of internal and external groups, including administrative departments and external vendors and contractors.

11. Performs other related duties as required.

Education and Experience

Completion of Grade 12 or equivalent plus graduation from a two year community college program or equivalent in accounting. Over 2 years related experience, including budgeting.

Skills and Abilities

• Proficient written and verbal communication skills

• Ability to apply principles of logical and critical thinking to define problems

• Able to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment

• Excellent organizational, administrative and problem-solving skills with superior attention to detail and accuracy

• Must be flexible and able to manage high work volume and conflicting priorities in order to meet deadlines

• Excellent research skills with ability to synthesize data and deliver findings and recommendations

• Strong technical accounting and analytical skills

• Excellent computer skills with proficiency using Microsoft Office, and complex databases (such as FAST, Banner, as well as the ability to generate and analyze reports.

Preferred Qualifications

Desired Start Date

04/01/2026

Position End Date (if temporary)

06/30/2026

Schedule

Monday to Friday
8:00am – 4:00pm

Annual Salary/Hourly Rate

$28.76 - $32.82 per hour

Appointment Type

Support - Non-Regular Full-time

Special Instructions to Applicants

Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selection of candidates.

Employee Group

Support

Posting Detail Information

Competition Number

C003358

Number of Vacancies

1

Posting Open Date

03/18/2026

Posting Closing Date

03/29/2026

Open Until Filled

No

Inclusion Statement

Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, AccessibilityHR@okanagan.bc.ca.