Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Administrative Support 3 (Gr7)

Job Title Facilities and Administration Coordinator

Department Safety Programs and Facilities Support | Department Mechanical Engineering | Faculty of Applied Science

Compensation Range $4,009.00 - $4,214.00 CAD Monthly

Posting End Date February 12, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

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 Summary
The Facilities and Administration Coordinator provides broad administrative services related to facilities, safety, and technical services in the Department of Mechanical Engineering. The Facilities and Administration Coordinator works closely with the Manager, Technical Services to manage and maintain excellent teaching and research facilities uniquely suited to our award-winning undergraduate, graduate, and research programs.
This position is the initial point of contact for facilities issues raised by the members of MECH.
This person also acts as a building emergency warden and the safety coordinator for laboratories in all issues of safety including education and training, waste disposal, safety inspection, and any other safety-related issues.
The Facilities and Administration Coordinator is responsible for providing technical and administrative advice regarding the Department of Mechanical Engineering Safety programs and acts as the Departmental safety contact in all issues of safety, including but not limited to safety education and training, safety inspections, and any related safety issues within the Department of Mechanical Engineering.

Organizational Status
Reports to the Manager, Technical Services. Serves as a resource to faculty, staff, and students on items related to facilities, access, and safety. Liaises with other units across campus, including Building Operations and Risk Management Services.

Works independently under general objectives and guidelines. A high volume of activities from dissimilar portfolios, for a variety of clients, and with a variety of timescales requires a frequent shifting of priorities to meet changing conditions, unexpected events, and emerging strategic priorities.

Work Performed
Facilities

• Acts as the first point of contact for facilities issues raised by department members and building users. The facilities include classrooms, labs, common areas and offices.
• Coordinates requests, key, electronic access and alarm code requests. Coordinates use of key facilities (e.g., wind tunnel, teaching instrumentation lab, teaching computer lab) between many stakeholders (research, external contracts, teaching, extracurricular)
• Oversees IT onboarding for faculty staff and students, including approving exceptions to rules related to email account naming conventions and account expiry dates
• Coordinates telephone services through the Pinnacle system. Makes recommendations on how to improve processes opportunities
• Coordinates all facilities maintenance requests for all Mech facilities; builds relationships with Building Operations Facility Manager and Zone Trades and Trade Head.
• Coordinates the activities of trades, technicians and contractors involved in maintenance, repairs and building services, and communicate project status to relevant parties of the department.
• Works under the broad direction of the Manager in decommissioning of laboratories or workstations during renovations, retirement and departure of staff, faculty and students, researchers. Ensures that equipment/furniture finds alternate home in the Department and arranges for retention planning and/or disposal of unwanted items according to University policy and procedures.
• Executes Space reallocation / renovation projects up to $50,000, working with Building Operations, vendors, and end users based on established designs and plans. Troubleshoots and resolves issues independently, keeping consistent with strategic direction.
• Maintains an asset and inventory control system to track equipment lifecycle management (teaching lab, research lab, team space, workshop), and consumable supply stock levels. Follows loss prevention policies.
• Identifies and submits customer-funded requests to building operations
• Identifies opportunities for improvements to existing process and procedures. Makes recommendations for implementation of policies, procedures and protocols appropriate to facility management to ensure that facilities are properly maintained
• Ensures that infrastructures of Mech buildings are protected and is responsible for communicating to faculty, staff and students any events or projects which may affect the teaching, research of administrative business.
• Provides customer service to faculty, staff, students, researchers.
• Provides assistance to Mech occupants as needed

Safety

• Coordinates Local Safety Team administrative procedures all correspondence and reporting to JOHSC, sets agendas, prepares minutes, manage action items. Ensures LST is meeting obligations to JOHSC and RMS and is in compliance with WorkSafeBC. Also provides support to ensure departmental compliance with all relevant safety regulatory legislation and UBC policy.
• Ensures eyewash stations are tested and all safety equipment maintained in compliance
• Maintains proper records of current Mech Floor Wardens, and a record of mobility impaired regular occupants of the Mech building; and trains the floor wardens (appointed by the Safety Committee) in fire prevention and emergency evacuation
• Coordinates First Aid program within Mech Department. Ensures all first aid kits meets the standards set out by Worksafe BC and UBC. Purchase and replenish supplies when needed.
• Develops web communications for safety and facilities matters
• Promotes safety and safe practices.

• Schedules and co-ordinates regular safety inspections
• Develops and implements procedures to tracks completion of required safety training for students and department staff members and follows up to ensure compliance
• Advises Mech faculty, staff, students and visitors on departmental safety policy and regulations.
• Performs other related duties as required

Accreditation and General Support

• Assists the Manager, Technical Services with preparing documentation, collecting materials, and other duties as needed related to the accreditation process.
• Assists with administrative processes related to program or unit review and reporting, working collaboratively with faculty and staff as appropriate.
• Provides event-related support and cross CUPE coverage support when needed.
• Provides support to the Manager, Facilities and Special Projects, on special projects, in keeping with level, as required

Consequence of Error/Judgement
This is a responsible position where a high degree of accuracy, maturity, and initiative is expected. The incumbent works within general guidelines, applying knowledge of procedures and regulations to establish priorities, shifting priorities frequently to meet changing conditions, unexpected events, and emerging strategic priorities. Poor judgment or errors could seriously affect the reputation of our teaching and research programs and the Department. Poor planning or lack of preventative maintenance can result in temporary facility closures and cost overruns. Failure to act in a professional, tactful manner will have an adverse effect on the image of the Department.

Poor adherence to safety and department policies, regulation and procedures and poor maintenance of equipment or inadequate training of new users could result in injury or loss of life or property damage. The quality and safety of the lab space, equipment maintenance and guidance provided to Mech students has a direct impact on the quality of the educational experience for both graduate and undergraduate students.

Supervision Received
Reports to the Manager, Technical Services. This is a responsible position where a high degree of accuracy, maturity, and initiative is expected. Works independently under general administrative direction, receiving specific instruction on new or unfamiliar tasks; work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgment to determine the best course of action.

Supervision Given
Supervises up to and including five (5) temporary staff, students, and/or volunteers. Provides direction to staff members supporting the portfolio.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own

• Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications
Knowledge of WorkSafeBC regulations and legislation and asset. Experience with laboratory or technical environments an asset. Ability to exercise high attention to detail and a high degree of accuracy in work; Ability to exercise tact and discretion when handling sensitive and/or confidential matters. Ability to work both independently and within a complex team environment. Ability to exercise logic, critical thinking, good judgment and initiative. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to cope with multiple conflicting priorities and interruptions from visitors to the office; Ability to analyze, problem solve, and troubleshoot situations accurately and to adopt effective course of action. Ability to communicate clearly and professionally. Must be able to compose correspondence using clear, concise business English and appropriate tone. Ability to effectively use word processing, spreadsheet, desktop publishing and internet applications at an intermediate level (e.g., Outlook, MS Word, MS Excel, Electronic Mail). Must be able to adapt to new software programs. Adobe Creative Suite, Wordpress, and Microsoft Sharepoint experience are assets. Ability to perform word processing at 55 words per minute and to operate a normal range of office equipment. Ability to pick up and move objects up to 50lbs.