IKBLC Learning Spaces Assistant

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

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

Responsible for coordinating complex administrative and operational support activities for the shared Irving K. Barber Learning Centre (IKBLC) facility. This position oversees and improves work processes across multiple stakeholders, establishes administrative priorities, ensures effective day-to-day operations, and resolves issues independently. The role involves decision-making within defined parameters, and works closely with Library leadership, building partners, campus service units, and external vendors to ensure smooth functioning of the shared facility.
Organizational Status
Reports to the Assistant Director, IKBLC. Provides building usage data and operational support to the Associate University Librarian and Director, IKBLC. Works in close collaboration with internal library units, building tenants (e.g., Facilities, CTLT, School of Information), and central UBC units (e.g., Campus Security, Custodial). Coordinates communications and workflows across multiple departments and vendors related to building operations and shared services.

Work Performed

Administrative and Operational Coordination

• Coordinates and resolves complex day-to-day operational matters involving meeting room access, maintenance, events, works with Library Facilities on maintenance, and planned work. Independently determines appropriate follow-up and ensures communication across affected units.

• Oversees the process for identifying, documenting, and addressing issues with shared furniture and infrastructure; coordinates with Library Facilities on repairs or replacements and maintains tracking logs.

• Reviews building conditions, identifies deficiencies, recommends improvements to Library Facilities, and monitors Facilities work requests through to resolution.

• Maintains and updates shared facility safety documents and protocols in consultation with UBC Safety & Risk Services.

• Oversees building signage needs in collaboration with Library and UBC Facilities, including content updates, accessibility considerations, and distribution across the facility.

• Develops workflows and schedules for shared services, such as deliveries, installations, and vendor visits, ensuring minimal disruption and compliance with building policies.

• Maintains ongoing communication with Library Facilities, UBC Facilities and Custodial to proactively resolve issues affecting the shared environment.

Project and Process Support

• Coordinates short-term operational projects (e.g., display installations, signage overhauls, minor upgrades), collaborating with internal partners and external vendors.

• Reviews and updates administrative procedures related to building usage and operations. Proposes workflow improvements and implements approved changes.

• Tracks costs associated with facilities projects and prepares summary reports for budget review.

• Supports planning and delivery of IKBLC-hosted programs by assisting with honoraria, grants, and space-use coordination.

Data Management and Reporting

• Manages data collection on building traffic and usage; generates reports on a recurring basis and in response to special requests.

• Analyzes trends in building usage to support decision-making on space allocation and service delivery.

Security and Safety Liaison

• Reviews daily campus security reports for the facility, identifies recurring issues, and initiates follow-up with appropriate departments.

• Coordinates the building's Fire Warden program, ensuring unit representation, documentation, and training compliance.

• Edits and updates safety plans.

Custodial and Vendor Relations

• Monitors custodial service levels, identifies deficiencies, and coordinates special cleaning schedules (e.g., carpets, windows, exam periods).

• Acts as the primary liaison to building service vendors (e.g., food services, vending), maintaining schedules, responding to inquiries, and escalating issues where required.

Stakeholder and Partner Coordination

• Maintains annual schedule for public display spaces and coordinates installations, ensuring standards for presentation and safety are met.

• Serves as an administrative point of contact for building-wide coordination efforts, including safety drills, service disruptions, and cross-unit events.

Supervision and Staff Support

• Provides functional guidance and training to student employees. Assigns tasks, monitors work quality, and ensures adherence to administrative procedures.

• Assists in onboarding new staff to the building's safety procedures and coordinates with Library Facilities regarding access, documentation, and orientation related to the shared environment.

Performs other related duties as required.

Consequence of Error/Judgement

Works with a high degree of independence within established policies and procedures. Expected to use sound judgment and discretion in resolving operational issues, coordinating multiple timelines, and managing communications with partners and vendors. Errors in judgment or coordination may result in service delays, operational disruptions, or reputational risk for the IKBLC and Library. Tact, initiative, and strong organizational skills are essential.

Supervision Received

Receives general supervision from the Assistant Director, IKBLC. Works independently to coordinate operational tasks, problem-solve, and communicate with building stakeholders. Refers unusual issues to the Assistant Director as needed. Receives task assignments from the Director of IKBLC.
Supervision Given

Provides task-specific guidance and orientation to new staff and student employees. Assigns and monitors daily work for two student employees. May assist in training building users on safety or administrative procedures.

Minimum Qualifications

High School graduation, plus a two year post-secondary diploma, 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's own

• Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Knowledge of UBC and Library policies and procedures preferred.  Experience providing administrative facilities support preferred. Ability to type 60 w.p.m. Ability to effectively use Excel at an advanced level. Ability to effectively use Outlook and word at an intermediate level. Ability to learn new software tools quickly and independently. Ability to communicate effectively verbally and in writing. Ability to deal with a diversity of people in a calm, courteous and effective manner.  Ability to prioritize and work effectively under pressure to meet deadlines.  Ability to analyze problems, identify key information and issues and effectively resolve.  Ability to compose complex correspondence and reports using concise business English.  Ability to maintain accuracy and attention to detail.  Ability to work effectively independently and in a team environment.  Ability to exercise tact and discretion.  Ability to exercise sound judgement.  Ability to operate a normal range of library and office equipment. Ability to work a five day work week.  Ability to work evenings and weekends as required.