Staff - UnionJob Category BCGEU Okanagan Support StaffJob Profile BCGEU OK Salaried - Support Services Assistant IIJob Title Parking Services Administrative CoordinatorDepartment UBCO | Administration | Parking ServicesCompensation Range $4,695.00 - $5,385.00 CAD MonthlyPosting End Date April 18, 2026Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End Date OngoingDescriptionAt 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 SUMMARYThe Parking Services Administrative Coordinator is responsible for the administrative operations of Parking Services.ORGANIZATIONAL STATUSThis position reports to the Manager, Parking Services. Maintains essential working relationships with all operations units and departments throughout the campus community, in addition to outside business agencies and the public. Works closely with UBC Vancouver Parking Services.WORK PERFORMEDCustomer service and administration:Ensures that parking services front counter coverage is maintained at all times.Provides front counter customer service support for all internal and external inquiries.Advises and recommends appropriate parking options to students, faculty and staff.Responds to community queries regarding parking services, as well as referring to appropriate campus partners for information and advice.Manages the requests, creation, implementation, tracking and invoicing of parking coupon codes for both campus departments and external stakeholders.Coordinates the sales process for all parking permits including establishing permit ranges, quantities and promoting parking permit sales dates.Processes the sales of all parking permits, takes payments, posts payments, minor changes and cancellations.Reviews cancellations, administers cancellation fees, and processes refunds in a timely manner to optimize revenue.Ensures accuracy of transactions for parking fees for students, staff, faculty, visitors and contractors on campus.Ensures proper cash handling and reconciliation processes are in line with UBC policy.Balances cash receipts for payments collected at the front desk and processing journal vouchers.Processes payment of parking violations and fines.Uses tact and discretion when resolving parking concerns, assesses appropriate level of action to take and follows through to ensure resolution, including escalated situations.Checks financial balances for accuracy and investigates account discrepancies including correcting accounts in the case of incorrect financial posting.Takes the initiative to resolve problems and make decisions to address issues arising outside normal procedure.Assists enforcement officers where applicable with collection, counting and verification of parking revenue coin collectors.Orders Office supplies.Financial:Ensures parking accounts are kept up-to-date by academic session, following up on payment deadlines and collects outstanding fees or processes refunds to reconcile accounts.Completion of monthly financial reconciliation for the parking services department.Processes transfer of funds made in error to UBC Vancouver or other accounts.Reconciles payroll deduction accounts with Human Resources and Payroll.Checks financial balances for accuracy, investigates and corrects discrepancies in accounts and processing journal vouchers.Monitors compliance of payment deferment options.Administers billing process for campus partners and sponsor agencies.Identifies and advises past due accounts for additional action.Coordinates payment of invoices for work performed requisitioned by Purchase Order and ensures invoices are correct as per Purchase Order.Forwards same to Accounts Payable after being signed off by the Manager Parking Services.Tracks work orders requiring charge backs to other departments; raises charge backs and forwards to relevant department.Reconciles merchant credit card transactions and sales to revenue accounts on a timely basis and monthly general ledger transaction details to source documentation.Prepares and submits journal vouchers, requisitions for payments, and travel claims.Reviews monthly financial reports, investigates large or unusual items, and provides reports and analysis to the Manager Parking Services for review and approval.Balances departmental petty cash and purchase card reconciliation.Parking management system:Acts as the administrator for the parking management and enforcement systems (i.e. T2, EMS, Genetec) and point of contact for system upgrades and changes for the Okanagan CampusManages the parking system software and upgrades and maintains the service manuals.Updates software forms, inventory, price list, and contracts.Ensures that reports are functional and work with software vendors and Vancouver Parking Services to troubleshoot software issues.Coordinates setting up IT access to appropriate software systems within Parking Services.Maintains inventory of promotional materials.Collects and updates statistical data for reports as required.Maintains and manages compliance systems.Responsible for all compliance software, including installation, troubleshooting and testing in office as well as field testing.Responsible for compliance hardware troubleshooting and upgrades.Trains enforcement officers on hardware and software.Maintains and updates mobile pay-by-phone app.Works with UBCO IT and Parking Services IT in Vancouver on set up and troubleshooting.Works with third-party hardware providers on upgrades and fixes. Installs, upgrades and maintains compliance handsets.Compliance operations and activities:Must be able to perform all compliance officer related job duties when required.Reporting any gaps with day-to-day compliance to Manager, Parking Services.Develops compliance process changes and presents them to Manager Parking Services for review and approvalLiaison with UBC Vancouver Parking Services on developing and implementing best practices for compliance.For Hearing Officer, verifies compliance information of parking ticket appeals.Uses sound judgement to determine the gray area of parking ticket disputes; what tickets can be voided, what needs to be appealed.Communication:Composes and sends batch email communication to internal and external community for all areas of Parking Services ensuring appropriate timing and accuracy of information.Maintains the website information and all social media accounts in a professional manner.Develops an improved online experience; more interactive and the use of forms.Reviews and updates the Parking website for accuracy and editing information at critical times of the year.Prepares/designs print material. Ensures staff are apprised of any technical changes to operations.Performs other related duties as required.QualificationsCompletion of secondary school (Grade 12) or equivalent and graduation from a two year post-secondary program in Business Administration.Minimum of 3 years 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 inclusionMaintain a valid BC Class 5 driver s license. Demonstrated ability to operate vehicles in a safe and courteous manner.Experience working in an educational environment interacting with students and knowledge of campus resources and services is an asset.Experience and knowledge working with basic accounting practices in an accounts receivable environment.Experience working with online social media platforms.Intermediate computer proficiency required - Word, Excel, Outlook, WordPress and databases.Demonstrated technical skills and aptitude.Proven customer service skills, providing excellent, efficient and accessible service.Demonstrated written and oral communication, interpersonal and organizational skills.Demonstrated ability to maintain accuracy and attention to detail, while prioritizing work with conflicting demands and working under pressure to meet deadlines.Must demonstrate flexibility and use of excellent judgment and discretion working with policy/public.Knowledgeable in business machines, two way radios, computers, laptop and other related electronic devices and affiliated software.Ability to work to detailed and established procedures, standards, practices and precedents.Ability to perform duties in a polite, courteous and tactful manner when dealing with faculty, staff, students and the general public.Ability to demonstrate good judgment when handling situations.Must be in good physical condition with the ability stand for long periods of time, walk, kneel, crouch without limitations. Lift up to 30 kilograms from the ground and able to conduct appropriate maintenance when required.
