Reception and Facilities Assistant II - Jobs in Vancouver, BC

Job Description

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleReception and Facilities Assistant IIDepartmentFacilities | First Nations House LearningCompensation Range$4,009.00 - $4,214.00 CAD MonthlyPosting End DateNovember 21, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateNov 30, 2024This position has a termination date set to 2024/11/30JOB SUMMARYThis position supports the First Nations House of Learning (FNHL) and First Nations Longhouse by providing robust administrative, event and facilities support to the unit. Work hours are established as 1100-1900 to support Indigenous Student Services and events including tutoring and events after 1700. Duties include: supporting the Building Manager with coordination of building services, event support, Front Desk reception, coordinating email, calendaring and meeting enquiries. This position is in a demanding environment requiring the highest level of tact, discretion and sensitivity with a particular focus on Indigenous community engagement. The incumbent is expected to establish a deep understanding and knowledge of the departmental functions of the FNHL and work independently yet collaboratively with the Reception and Facilities Assistant I and Work Learn teams. This position will also strategize solutions with key supervisory team members within FNHL.This position may require the ability to adjust work schedules when necessary and work flexible hours including evenings and weekends to support Indigenous programming and events. This position will also support the transport of individuals within Elders programs. Support for transporting supplies may also be required.ORGANIZATIONAL STATUSReports to Longhouse Building Manager. Works under the direction of senior FNHL staff to support their administrative needs. Maintains good relationships with staff and UBC trades personnel to resolve issues related to facilities and event planning.WORK PERFORMEDRECEPTION SUPPORT

• Greeting visitors, responding to or redirecting telephone, email or in-person inquiries, and forwarding information to appropriate staff in a professional and timely manner.
• Acts as a friendly ambassador of the Longhouse and The University of British Columbia in providing a comfortable and welcoming environment for community stakeholders, and visitors. Stakeholders include students, faculty, staff and Indigenous community members throughout the year.
• Provides visitor tours of the Longhouse to articulate the academic and cultural aspects of the building (both scheduled and impromptu tours).
• Coordinates and executes some administrative tasks to support FNHL programs and initiatives, assists in scheduling and booking of meeting rooms, placing catering orders, sending invites, calendar management and other related work.
• Prepares and distributes agendas and other meeting materials for committees, working groups, etc. Takes, transcribes and distributes minutes as required.
• Maintains office equipment, including photocopiers and orders office supplies.

FACILITIES SUPPORT

• Inspects the general conditions of the facilities and ensures that they are maintained and operating in a satisfactory and safe manner, identifies problems and initiates action through the Longhouse Building Manager.
• Coordinates building requests, key, electronic access and alarm code requests for the First Nations Longhouse with the Longhouse Building Manager.
• Places Service Requests to Building Services to inform them of emergencies, building repairs or maintenance issues that need immediate attention to ensure these items are handled promptly and in the appropriate manner.
• Arranges meetings with the Longhouse Building Manager to discuss concerns, problem-solve operational and safety issues and update the status of Building Operations Service Requests
• Liaises with Directors and Managers for relocation of staff, space planning and office moves.
• Maintains facilities and safety management records and resources. Maintains updated staff information documents in Teamshare such as equipment manuals, FNHL Building Emergency Response Plan, FNHL Health and Safety Manual, WHMIS Manual and MSDS Sheets as new products are introduced to the Longhouse environment.
• Researches products for building, office and kitchen supplies.
• Conducts daily building walkabouts and reports deficiencies.
• Maintains good communications by informing FNHL and Xwi7xwa Library Teams regarding building and equipment issues through signage, emails and MS Teams navigation.
• Works closely with Longhouse Building Manager to ensure the Building Emergency Response Plan and Health and Safety Program Manual are current and up to date. Assists the Building Manager with editing the Building Emergency Response Plan.
• Schedules, coordinates and participates in safety inspections, evaluating compliance levels, making recommendations and performing follow-up investigations as required.
• Provides input in the development of policies and procedures for the efficient administration, organization and operation of the Facilities Unit.
• Ensures that equipment/furniture finds alternate homes at the First Nations Longhouse and arranges for retention planning and/or disposal of unwanted items according to University policies and procedures.
• Working in the evening to support FNHL programs such as the Vancouver Indigenous Student Collegium program, tutoring programs and students who may choose to stay later in the study areas.

EVENT COORDINATION

• Coordinates and provides general administrative support for all FNHL events including but not limited to: assisting with planning and preparations, managing large and complex event guest lists, tracking RSVPs, maintaining event information (speakers, programs, signage), coordinating handouts, generating name tags, tracks event budgets, assists at events (which may fall outside of regular work hours), prepares post-event surveys and compiles post-event lessons learned documentation.
• Assists with event setup and teardown in the Sty-Wet-Tan Great Hall including room configuration, setup and removal.
• Prepares event timelines, noting task responsibilities, deliverables and communications required for events.
• Coordinates and records complex and sensitive seating arrangements.
• Prepares floorplans for FNHL (Sty-Wet-Tan Great Hall) events.
• Develops, proofreads and edits event collateral, such as print and electronic invitations, programs, maps, brochures, menus and proposed website content.
• Driving FNHL or own vehicle to transport individuals; in particular, Elders Program and picking up supplies for events and other programming.

OTHER DUTIES

• Arranges and coordinate small-scale meetings and events from start to finish, at the direction of the Longhouse Building Manager or the Administrative Manager.
• Participates in the Longhouse and Xwi7xwa Library Health & Safety Committees.
• Participates in the orientation, supervision and mentoring of Work Learn students.
• Creates and maintains procedures manual for the position.
• Performs other duties related to the qualifications and requirements of the job.

SUPERVISION RECEIVEDReports to the Longhouse Building Manager. Receives direction from other senior members within FNHL.SUPERVISION GIVENNo supervisory responsibilities. May explain work procedures to new or inexperienced staff.CONSEQUENCE OF ERRORThis position requires a sophisticated level of judgment, tact, discretion and initiative. Errors in judgment with the internal or external stakeholders could harm the First Nations House of Learning and the University, resulting in legal suits, poor public relations, financial costs or loss of credibility.MINIMUM QUALIFICATIONS

• High School graduation and two-year post-secondary diploma in a related field. 4 years related experience or the equivalent combination of education and experience.

PREFERRED QUALIFICATIONS

• Background in Indigenous issues or experience in working with First Nations, Metis and Inuit students, people and organizations is preferred.
• Deep understanding of systemic and personal barriers that under-represented and at-risk demographics of students face in accessing and pursuing postsecondary education. Strong familiarity with programs and supports to alleviate these barriers.
• Ability to work independently and cooperatively both within the UBC community and with external stakeholders.
• Proficient computer skills with MS Office (Word, Excel, PowerPoint), and Adobe Acrobat at an intermediate level are required.
• Ability to perform word processing at 45 words per minute and operate a normal office equipment range.
• Effective oral and written communication, interpersonal and organizational skills.
• High level of customer service skills with the desire to assist others.
• Ability to prioritize work, multitask and meet deadlines.
• Ability to work well under pressure and adapt to changing priorities including maintaining effective working relationships with individuals at all levels of the organization.
• Ability to analyze, problem-solve and troubleshoot situations accurately and adopt an effective course of action.
• Familiarity with UBC systems (Workday, Planon) is an asset.
• Class 5 BC Drivers License is required. Must be able to operate a vehicle safely and efficiently. A class 4 License may be required for future programming.
• Ability to maintain accuracy and attention to detail.
• Ability to work independently and as a member of a team.
• Ability to be able to lift and move heavy objects (approximately 25 lbs).
• Knowledge of University policies, procedures, governance and administrative systems is preferred.

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