Clerk 3 – Administrative Support

About the role

The Clerk 3 provides comprehensive clerical, administrative and coordination support to UBC Facilities. Working within the Customer Services & Informatics team, the role contributes to safety programs, maintenance operations, minor renovations, financial processes and departmental communications on the Vancouver Point Grey campus.

Key responsibilities

• Process invoices, track departmental expenses, investigate discrepancies and reconcile credit‑card transactions.
• Create purchase requisitions and manage office‑supply inventory.
• Compile data, prepare summary reports and track waste‑management daily logs.
• Coordinate carpet‑cleaning, pest‑control and uniform‑laundry services, including scheduling and vendor work orders.
• Act as a Workday timekeeper, entering overtime and other absence types.
• Administer cell‑phone, radio and office‑equipment requests.
• Support Facilities projects, including travel arrangements, employee reimbursements and meeting logistics.
• Book and coordinate training sessions and provide reception coverage.
• Assist the construction office with project setup in Planon and update budget and schedule information.

Required profile

• Strong clerical and administrative experience supporting a large facilities operation.
• Ability to follow established policies, procedures and collective‑agreement provisions.
• Attention to detail in invoice processing, expense tracking and inventory management.
• Effective communication and collaboration with managers, vendors and internal staff.

Required skills

• Workday (time‑keeping module)
• Planon (facility‑management system)