Operations Coordinator

Job Summary

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, outstanding faculty, and unmatched global partnerships.

A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam.

We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

The UBC Sauder’s Centre for Climate and Business Solutions (CCBS) serves as a central hub for research, education, and innovation and is dedicated to advancing climate action through business solutions.

CCBS fosters experiential, applied, and action-focused approaches, supporting diverse educational programs and research initiatives to accelerate climate action.

The Centre’s Operations Coordinator is responsible for a broad range of duties in coordinating and managing all operational aspects of the Centre for Climate and Business Solutions and centre’s Climate Clinics, and for planning and execution of the centre-wide events in support of the centre’s mission.

Organizational Status

Reports to the Executive Director of the Centre for Climate and Business Solutions, and works closely and collaboratively with Centre’s leadership.

Works closely with other UBC Sauder units, UBC Sauder faculty, industry partners and other internal and external stakeholders.

Work Performed

Manages the broad range of the centre’s administrative functions and day-to-day operations, ensuring compliance with UBC and UBC Sauder policies, administrative systems, processes, protocols and safety requirements.

Manages the day-to-day operations of the centre’s clinics, including the Small and Medium Enterprises (SME) Climate Clinics and the Life Cycle Assessment (LCA) Clinic.

Manages the intake process and companies’ recruitment for each clinic and cohort.

Advises companies and students and provides guidance on meeting participation requirements; ensures the data needs and timelines are met.

Prepares companies for student matches.

Works closely with UBC Sauder faculty on related courses to align the clinics’ activities with the course timeline, and to onboard the participating companies and students.

Develops promotional materials to promote clinics to UBC Sauder students and external clients.

Contributes to the development of new clinics by researching and identifying businesses and industry trends, determining the demand for skills and identifying UBC Sauder faculty and courses to teach the skills.

Oversees the launch of new clinics and other centre’s initiatives, enhancing the centre's educational and business impact.

Researches and writes project documentation, including briefing notes, plans, schedules, reports, and status updates. Creates templates, policies, guidelines and contracts for the centre’s use.

Acts as a primary contact person for the centre- and clinics-related information and inquiries, as well as policy and procedures for UBC Sauder and UBC, ensuring effective communication and engagement with stakeholders.

Maintains operational systems to manage centre and clinic activities efficiently, researches and identifies new systems to improve centre’s efficiencies.

Supervises centre’s student employees and volunteers; responsible for hiring, onboarding, offboarding, work schedules, training and performance management.

Develops policies and processes in support of recruitment for the centre, consulting with UBC Sauder People and Organizational Development team.

Develops and implements the centre’s administrative policies and procedures to ensure efficiency and effectiveness, including manuals for training and onboarding, in support of overall strategic priorities, goals and initiatives.

Working closely with the Executive Director, develops and manages centre’s budget. Manages and analyzes financial information within the centre and provides summary reports to the centre’s leadership as needed.

Manages funding and grant applications, creates proposals and works with donors.

Manages space allocation, including moves, renovations, installations and security issues.

Participates and represents the Centre on various UBC Sauder committees.

Develops and fosters relationships and partnerships with industry partners and other internal and external stakeholders in support of the centre’s activities.

Manages all aspects of special projects and centre-wide events (workshops, conferences, seminars, etc.), including logistics and budgets, working closely with the UBC Sauder events and UBC Sauder IT teams and liaising with external vendors.

Works closely with the Executive Director and UBC Sauder Marketing and Communications team to develop and implement marketing and communication plans for events, including writing promotional materials and distributing event information.

Performs other duties within the guidelines of the role as required.

Consequence of Error / Judgement

The Operations Coordinator plays a critical role in the success of the Centre for Climate and Business Solutions. Centre’s initiatives and outcomes can significantly impact the public profile and standing of UBC Sauder and UBC.

Lack of professionalism and poor decision-making could lead to loss of support and damage to the reputation of the centre and UBC.

Frequent interaction with UBC Sauder students, faculty and units and external organizations requires excellent communication skills and tact to avoid negative impact on the University’s, the school’s and the centre’s public profile.

Supervision Received

Reports to the Executive Director of the Centre for Climate and Business Solutions.

Supervision Given

Supervises student employees and volunteers with regard to work assignments, schedules, and event work assignments.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years of 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

Undergraduate degree in Environmental Science, Sustainability, Business Administration, or a related field is preferred.

Proven experience in carbon accounting and a strong understanding of sustainability practices.

Strong organizational skills and an ability to prioritize, coordinate and execute multiple concurrent projects and initiatives while working under tight time constraints in a dynamic environment.

Ability to communicate effectively verbally and in writing.

Familiarity with UBC systems is an asset.

Proven ability to collaborate effectively with various internal and external stakeholders.

Highly motivated with strong interest in all aspects of business development and relationship management.

Strong, team-oriented work ethic with a willingness and ability to work independently and autonomously.

Working knowledge of digital communication and scheduling tools, G-Suite, Slack, spreadsheets, presentation software, and graphic design tools such as Canva.

Experience in project coordination / project management, leading projects from initiation to closing phases, as well as planning, developing, and implementing new processes.

Self-directed and able to complete projects with limited supervision.

Ability to effectively facilitate groups to achieve appropriate outcomes.

Strong problem-solving skills with the ability to anticipate and mitigate potential issues.