Support Services Coordinator I

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Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Coordinator I Job Title Support Services Coordinator I Department UBCO | Office of Infrastructure Development | VP Finance and Operations Compensation Range $5,202.00 - $5,963.00 CAD Monthly Posting End Date June 14, 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 Description Summary This position provides administrative, operational, and coordination support to the Directors and Associate Directors of the Office of Campus Planning (OCP) and the Office of Infrastructure Development (ID). This position supports all departmental operations, finance, human resources, project administration, and internal communications across five units (Campus Planning, Sustainability Office, Sustainable Transportation, Facilities Planning, and Project Services), and acts as a key liaison with campus partners to support service delivery. This position includes delegated authority for all financial transactions and web administration, coordination of select events and engagement activities, and oversight of confidential HR and operational matters. Organizational Status This position works independently under the general supervision of the Directors of OCP and ID, and works collaboratively with all units within the OCP and ID division, including: Campus Planning, Sustainability Operations, Sustainable Transportation, Facilities Planning, and Project Services. Continuous communication and collaboration is required with other staff in the portfolios, as well as various University departments including, but not limited to, Campus and Community Planning (Vancouver Campus), Facilities (Vancouver Campus), departments within the Finance and Operations portfolio (Okanagan and Vancouver Campus), University Relations (Okanagan Campus), as well as faculty, staff and students, municipal and provincial departments, relevant external agencies, and the general public. Work Performed Support to the Directors Provides comprehensive administrative support to the Directors of OCP and ID, including coordination of internal initiatives, triaging of competing priorities, and ensuring effective management of Directors' time. Under the guidance of the Directors, supports the development of short- and long-range goals within the context of OCP, ID, VPFO, and UBC strategic plans. Coordinates the HR, Finance, and department level communications for a variety of ongoing, annual, and one-time projects, programs, and activities, as requested by the Directors. Supports strategic committee meetings (e.g., Strategic Space Committee, Capital Project Steering Committees) by attending as a departmental representative or alongside the Directors, with responsibilities including agenda preparation, minute-taking, action item tracking, and providing background materials. Departmental Operations Support Coordinates departmental administrative, financial, and human resources processes to support compliance, consistency, and adherence to established procedures and service standards. Maintains and drafts internal policies and procedures, including implementation plans for acquisition, utilization, maintenance, and replacement of IT, AV and other office equipment, as outlined by UBC protocols and subject to leadership approval. Oversees administrative processes in Workday, including procurement, payables, reconciliations, reimbursements, staff travel, staff appointments, terminations, merit increases, record-keeping, data integrity, and internal reporting. Oversees office operations, including monitoring and replenishing supplies, procurement of equipment and furniture, and maintaining organized, functional shared spaces that support departmental productivity. Serves as a subject matter expert on internal administrative operations and systems (e.g., Workday), providing guidance and troubleshooting support. Develops and maintains operational process guides, onboarding resources, and staff meeting materials to support consistency, clarity, and operational alignment across the departments. Participates in campus-wide workshops and training sessions to remain current on emerging administrative practices and assess internal training needs. Coordinates transparent and equitable processes for departmental staff to access professional development and wellbeing resources by tracking PD fund use, coordinating funding approvals, and maintaining clear guidelines. Prepares and distributes key departmental updates, campus initiatives, and operational