Staff - UnionJob Category CUPE 116Job Profile CUPE 116 Salaried - Research Assistant /Technician 3Job Title Procurement and Administrative SupportDepartment Research Support | Centre for Comparative Medicine | Animal Care ServicesCompensation Range $4,757.00 - $5,187.00 CAD MonthlyPosting End Date April 23, 2026Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End Date OngoingAt 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 SummaryAnimal Care Services (ACS), the largest animal care program in Western Canada and the second largest in Canada, is responsible for providing research support to the animal-based research community associated with the University of British Columbia and its affiliates through its veterinary services team, the compliance team, the procurement team and its facilities. ACS is committed to providing excellence in research support to all UBC researchers with accountability, communication, cooperation, customer service and integrity. ACS reports to the Vice President Research & Innovation.This position supports the Animal Care Services (ACS) Procurement Team within the Centre for Comparative Medicine (CCM) by coordinating procurement, regulatory compliance, shipping/receiving activities, and operational administrative functions related to animal-based research at the University of British Columbia. The role performs complex administrative and technical coordination tasks requiring a strong understanding of animal procurement processes, regulatory requirements, and specialized systems such as MOSAIC and Workday. The incumbent supports procurement and logistics operations related to the acquisition and transport of animals, supplies, pharmaceuticals, and equipment for the Animal Care and Use Program (ACUP). The position also provides front desk reception support, committee coordination, and executive administrative assistance to senior ACS leadership, while ensuring compliance with institutional, federal, and regulatory requirements related to animal welfare, controlled substances, transportation of dangerous goods, and occupational health and safety.Organizational StatusThe position reports directly to the Operations Manager, CCM and receives work direction from the Procurement Supervisor, Associate Director, Operations, and the University Veterinarian. For specific projects, this position may also take work direction from the Training Manager, the Communications and Engagement Specialist, and the Manager, Strategic Initiatives.Work PerformedProcurement and Logistics Support (70%)Coordinates procurement and logistics activities related to animals, laboratory supplies, pharmaceuticals, and equipment required for the Animal Care and Use Program (ACUP).· Processes and tracks procurement orders using the MOSAIC system, monitors deliveries, and liaises with vendors to resolve order discrepancies or delivery issues.· Coordinates the shipping and receiving of animals, consumables, and research supplies while ensuring compliance with institutional and regulatory requirements related to animal welfare and transportation.· Reviews shipments upon arrival to ensure required documentation, health records, and shipping conditions meet regulatory and institutional standards, escalating concerns where necessary.· Coordinates the procurement and delivery of pharmaceutical products, including controlled drugs and narcotics, ensuring compliance with regulatory requirements such as the Controlled Drugs and Substances Act.· Prepares shipping documentation, including Transport of Dangerous Goods (TDG) documentation, customs paperwork, and regulatory permits such as those required by the Canadian Food Inspection Agency (CFIA).· Liaises with vendors, transport carriers, and customs brokers to coordinate shipments, resolve transportation issues, and ensure timely delivery of animals and research materials.CCM Operations and Reception Support (20%)Provides front desk and operational support for the Centre for Comparative Medicine (CCM) to ensure efficient facility operations and coordination of visitors, materials, and administrative activities.· Performs reception and front desk functions, including greeting visitors, responding to inquiries, and ensuring appropriate authorization for facility access.· Receives and triages laboratory specimens, including materials requiring Transport of Dangerous Goods (TDG) certification, ensuring proper handling and routing upon arrival.· Coordinates facility supply management, including ordering and distributing office, janitorial, and pantry supplies through systems such as Workday and MOSAIC.· Schedules and coordinates deliveries to research facilities and monitors facility supply inventory.· Supports facility operations by coordinating shipments, deliveries, and communications between researchers, vendors, and operational staff.Committee Coordination and Safety Administration (8%)Provides administrative coordination for the Animal Workers Joint Occupational Health and Safety Committee (JOHSC) and supports other safety committees including the Local Safety Team (LST).· Coordinates and schedules committee meetings, prepares meeting agendas and supporting materials, and records and distributes meeting minutes.· Reviews safety documentation including workplace inspections, corrective action reports, and Local Safety Team minutes, compiling summaries for committee discussion.· Tracks committee action items and follows up with responsible parties to ensure completion.· Serves as the primary contact for the SRS Transport of Dangerous Goods survey and supports related compliance activities.· Maintains familiarity with WorkSafeBC Occupational Health and Safety Regulations, university safety policies, and committee terms of reference.Administrative and Operational Support (2%)Provides executive and administrative support to the University Veterinarian and Associate Director, Operations, while assisting with general administrative coordination within Animal Care Services.· Coordinates meetings, schedules calendars, and organizes meeting logistics including documentation and scheduling tools such as Doodle Poll.· Maintains records, filing systems, and documentation related to operational and regulatory activities.· Provides administrative support for internal ACS initiatives, including training coordination and communications activities.· Supports MOSAIC administration by assisting with document updates, user guidance materials, and internal documentation management.· Provides backup administrative support to the ACS Business Team as required.Consequence of Error/JudgementThis position handles confidential tasks in a highly detailed and regulated environment. Errors in judgment, ineffective communication or inappropriate action could negatively reflect on ACS and the University as a whole. Errors may impact the successful operation of ACS and may compromise scientific data. Errors in judgment may result in financial loss and damage to credibility of the department and the University.Supervision ReceivedWorks under general supervision; receives detailed instructions on the assignment of new duties and thereafter only on new or unusual problems.Supervision GivenMay oversee and direct the work of one or two employees at lower classifications in which case they are responsible for the accuracy, production, and control of the work unit.Minimum Qualifications Completion of a relevant technical program or a university degree in a relevant discipline and a minimum three 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 inclusionPreferred QualificationsExperience dealing with sensitive shipments, such as live animals.Knowledge of CCAC requirements.Knowledge of related UBC and Animal Care Committee policies and procedures.Knowledge of the Canadian Council on Animal Care Guidelines, Controlled Drugs and Narcotics Act, Canadian Food & Inspection Agency, Health Canada Regulations and IATA Live Animal Regulations (LAR).Experience using MOSAIC and Workday software systems.Ability to effectively use the Microsoft office group at an intermediate levelWillingness to complete required training courses, such as, but not limited to, Transport of Dangerous Goods (TDG) and the CCAC Online Ethics courses.Effective oral and written communication, interpersonal and organizational skills.Ability to deal with customers and suppliers in a courteous and patient manner.Ability to exercise good judgment, initiative and discretion.Ability to prioritize and work effectively under pressure to meet deadlines.Ability to be thorough, accurate, and have a high level of attention to detail.Ability to work both independently and within a team environment.Ability to demonstrate a commitment to equity, diversity and inclusion.Sound analytical and problem-solving skills, with the ability to work toward consensus and resolve differences.Ability to effectively participate in committees and schedule meetings.Ability to work evenings, weekends and holidays.Able to lift up to 25 kg several times throughout the day and work in an environment that requires continuous bending, stooping, twisting, and turning.
