Facilities Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

This is an 18-month term appointment, with the possibility of extension.

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

The incumbent provides a very complex videoconference and non-videoconference facilities booking and event coordination service and advice to UBC and Health Authority departments, and other organizations interested in using the Faculty of Medicine (FoM) videoconference and non-videoconference facilities for their event.

Works closely and collaboratively with facilities, program, logistics and technology staff at all regions across the province (Vancouver Fraser Medical Program, Island Medical Program, Northern Medical Program, Southern Medical Program), to ensure smooth and continued operation of the FoM distributed MD program.

Maintains a complex centralized room booking system, which is used for the booking of the FoM distributed MD program curriculum sessions, academic rounds and activities in support of curriculum. Provides standardized training to new and existing users on the room booking system.

Provides input and advice towards the development and implementation of complex policies, procedures, guidelines and standards at the interface between facilities coordinators, event coordinators, logistics and technology staff.

Through collaboration and education, promotes the use of FoM videoconference and non-videoconference facilities and services to UBC and Health Authorities departments and other organizations.

UBC Faculty of Medicine (FoM) currently has over 70 videoconference and 150 non-videoconference facilities located in University Campuses, Clinical Academic Campuses and Affiliated Regional Centres throughout the province of BC. These facilities enable attendees across the province to participate in lectures, academic rounds, administrative meetings, and other events. The FoM develops and implements policies, procedures, guidelines and standards for the booking, utilization and support of these facilities.

UBC FoM uses the centralized room booking system Resource Scheduler as the operational platform, to efficiently manage these facilities and the services offered. The FoM distributed MD Program relies on Resource Scheduler for accurate and time-sensitive information for the delivery of curriculum sessions. Over 400 users across the province use Resource Scheduler on a regular basis to enter and extract information, to schedule and dispatch resources, and to generate a variety of reports.

Organizational Status

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world. Since 1915, UBC's entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning. At UBC, bold thinking is given a place to develop into ideas that can change the world.

Our Vision: To Transform Health for Everyone

Ranked among the world's top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, 3 schools, and 25 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

The UBC Vancouver Campus is located on the traditional, ancestral, and unceded territory of the xʷməθkʷəy̓əm (Musqueam) people. The City of Vancouver is located on Musqueam, Squamish, and Tsleil-Waututh First Nations territory.

The incumbent reports to the Team Lead, Academic Shared Resources.

The incumbent works closely and collaboratively with senior program staff, event coordinators, logistics and technology staff (including MedIT and Videoconference Service Desk), and facilities coordinators throughout the province, to ensure smooth and continued operation of the distributed MD program.

This position is located in the Diamond Health Care Centre at the Vancouver General Hospital site.

Work Performed

-Provides videoconference and non-videoconference room booking and event coordination services, primarily for Undergraduate Year 3 curriculum, Postgraduate curriculum, Dean s Office curriculum support events and all events in the UBC Shared rooms.

-Books videoconference facilities and services across the province (for events hosted from the Vancouver Fraser Medical Program) and non-videoconference facilities and services at the Vancouver General Hospital site.

-Assesses all facilities and services requests, ensures all relevant information is provided, establishes priorities and determines the most efficient use of the facilities and services.

-Approves or declines or redirects requests based on the compliance with established policies, procedures, guidelines and standards. Suggests alternatives where possible.

-Enters complex and time-sensitive curricular and non-curricular information in the room booking system, and ensures information is complete, accurate and reliable.

-Ensures facilities and services information is relayed effectively and accurately, verbally and in writing, to event coordinators, service providers, logistics and technology staff. This includes information on mobile videoconferencing, audio-insertion, connection to external networks, tech support level, facilities access, and other details.

-Acts as an interface between the event coordinators and the logistics and technology staff, and provides time-sensitive facilities and services information to the logistics and technology staff for the support of videoconference and non-videoconference sessions.

-Provides regular back-fill for other members of the facilities coordinator team at the Vancouver Fraser Medical Program.

-As the first point of contact, responds to all enquiries related to the use of videoconference and non-videoconference facilities and the services offered.

-Works as a member of a team responsible for the day-to-day supervision and operational readiness of the instructional facilities and services.

-Liaises with housekeeping and building maintenance and initiates service work orders as needed, to ensure videoconference and non-videoconference facilities are in good operational condition at all times.

-Liaises with access control to provide users access to videoconference and non-videoconference facilities in the Vancouver General Hospital site and maintains an active list of users who have access to the facilities.

-Performs quality control of sessions scheduled to ensure accuracy and reliability of data entered in the room booking system.

-Provides standardized training on the room booking system and the room booking process, to new and existing users, to ensure compliance with current policies, procedures, guidelines and standards.

-Liaises with facilities coordinators and provides mentorship and guidance at distributed sites on a regular basis to ensure bookings are made in a coordinated and consistent manner as per policies, procedures, guidelines and standards.

-Provides guidance and advice to faculty, staff, students and various users (internal departments and external organizations), on the policies, procedures, guidelines and standards.

-Identifies and documents patterns in reoccurring issues related to facilities, services and event coordination. Assesses and develops approaches for standardized processes, work flow and issues resolution. Resolves complex and sensitive issues on a regular basis.

-Provides input and advice in the development and implementation of new and existing policies, procedures and guidelines related to videoconference facilities, services and event coordination.

-Provides valuable input and advice towards the management of facilities and services by participating in the monthly inter-site facilities coordinators meetings and facilities-technology meetings.

-Has a thorough knowledge of the complex policies, procedures, guidelines, standards, protocols, work flows and systems used for booking of videoconference and non-videoconference facilities and services.

-Initiates, builds and maintains good relationships with program leadership, logistics and technology staff, UBC departments, Health Authority departments including Telehealth, and external organizations.

-Schedules videoconference training sessions, educates event coordinators on the benefits of videoconference training program, registers them for training, and maintains an active list of trained users.

-Provides administrative support to the Team Lead and/or Manager. This includes compiling and sorting data and reports in spreadsheets and databases, maintaining documents on the SharePoint site, preparing minutes, etc.

-Provides emergency reception back-fill, and end of term exam invigilation as required.

-Performs other duties related to the requirements of the job.

Consequence of Error/Judgement

The Faculty of Medicine s distributed MD program relies on the accuracy of information provided in room booking system for the delivery of curricular and non-curricular sessions.

Work pressures, peak periods, multiple demands, deadlines and interruption impact tasks completion ability which could negatively impact delivery of curriculum sessions and other events.

Errors in booking facilities and services can have significant impact on the delivery of curricular lectures, and non-curricular sessions such as academic rounds and administrative meetings. Errors can reduce or impair the dispatch of videoconference technical support and service. Errors can also have an adverse reaction from faculty, staff, students, event coordinators, external organizations, and in some cases the media.

Incorrect decisions made on the priority and use of facilities and services can cause sensitive situations and result in senior management staff becoming involved to diffuse the situation. Incorrect information and training provided can compromise the reliability of the room booking system and the room booking process.

Supervision Received

Works independently under the general direction and supervision of the Team Lead, Academic Shared Resources.

Tasks are governed generally by broad instructions, objectives and policies, usually involving frequently changing conditions and priorities. Exercises independent judgment in selecting and interpreting information, and reconciling deviations from standard methods.

Supervision Given

Explains work procedures and provides direction to new and temporary staff members.

Minimum Qualifications
High School graduation and two years post-secondary education and Training in office procedures and practices.4 years 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
Relevant UBC experience preferred.

Computer experience required (intermediate to advanced level in Word, Excel, Access and Outlook). Effective oral and written communication, interpersonal and organizational skills. Ability to use tact, courtesy and diplomacy when handling sensitive issues. Ability to negotiate and problem solve. Ability to prioritize work, multi-task and meet constant deadlines. Ability to maintain accuracy and attention to detail. Ability to work both independently and within a complex team environment. Ability to work in a fast paced environment that is constantly changing and in a state of ambiguity. Ability to be patient, flexible, adaptable, creative and innovative.