CA$50,244 – CA$55,164SeniorFull Time
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
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 the efficient, safe, and cost-effective inventory management for the Faculty of Dentistry Nobel Biocare Oral Health Centre, including procurement, inventory management, and coordination of clinical, and laboratory supplies and equipment. Oversees end-to-end ordering processes, shipping and receiving, inventory control, and financial tracking of purchases to ensure continuity of clinical, and teaching activities. Maintains optimal stock levels for the Oral Health Center (OHC) and ensures compliance with the Faculty of Dentistry, University policies and applicable safety regulations. Acts as a key liaison with faculty, staff, students, vendors, and internal procurement and finance teams to support operational requirements, resolve supply issues, and improve purchasing and inventory processes. Ensures accurate record-keeping, reporting, and delivery of high-quality, customer-focused service in a complex academic clinical environment.
Organizational Status
Reports to the Senior Facilities Manager, but takes direction from the Senior Clinic Manager and receives functional direction from the CSD Supervisors and Clinic Director. Works closely with staff, faculty, CSD Supervisors and administrative teams to support clinical, teaching, and research operations.
Liaises with FOD Finance, UBC Financial Operations, Procurement Services, and external vendors for purchasing, invoicing, and contract-related matters. Collaborates with clinical and technical staff to ensure timely availability of supplies, instruments, and equipment required for patient care and academic programs.
Provides guidance to students, staff, and faculty on inventory processes, ordering procedures, and appropriate handling and disposal of clinical and regulated materials.
· Oversees day-to-day operations of the Oral Health Center Stores, ensuring efficient, safe, and cost-effective service delivery .
· Coordinates procurement of clinical, laboratory, and research supplies, instruments, and equipment in accordance with Faculty policies and budget requirements.
· Processes purchase requisitions in Workday for orders over $3,500 and manages other purchases through approved purchasing methods; tracks orders and liaises with vendors to resolve discrepancies, delays, and backorders.
· Manages receiving, verification, stocking, and distribution of goods to clinical, academic, and research units in accordance with inventory protocols within the OHC.
· Maintains optimal inventory levels through monitoring, forecasting, and periodic counts; ensures accurate tracking and safe, organized storage within the OHC.
· Maintains accurate financial and inventory records specific to the clinics purchases and expense.
· Performs annual inventory counts and maintains organized records to support reconciliation, variance analysis, and audit readiness.
· Ensures compliance with safety regulations and University policies related to the handling and storage of materials.
· Administers instrument and equipment leasing programs, including tracking, distribution, maintenance coordination, and documentation.
· Develops and maintains inventory systems, tracking tools, and reports to support operational planning and decision-making.
· Collaborates with CSD supervisors and program leads to identify supply needs and support clinical and academic requirements.
· Provides guidance to staff and students on inventory procedures, ordering processes, and safe handling and disposal of regulated materials.
· Identifies and implements process improvements to enhance procurement efficiency and service delivery.
· Coordinates special deliveries and related logistics with the FoD stores.
· Reports back to FoD Finance on inventory and forecasting data.
· Performs related duties as required.
Errors in procurement, inventory management, or financial processing could result in disruption to clinical care, teaching activities, and research operations, including delays in patient treatment and academic programming.
Failure to maintain appropriate stock levels or to accurately track and distribute supplies may lead to operational inefficiencies, increased costs, or inability to meet clinical and instructional requirements.
Inaccurate financial reconciliation or purchasing errors could result in budget overruns, financial discrepancies, or non-compliance with the Faculty and University policies.
Failure to adhere to safety regulations and proper handling of biohazardous or regulated materials could result in serious health and safety risks to patients, staff, and students, as well as potential regulatory penalties and reputational damage to the Faculty and University.
This position requires sound judgment, attention to detail, and adherence to established procedures to ensure safe, compliant, and uninterrupted operations.
Works under general direction of the Senior Facilities Manager and is responsible for maintaining inventory systems, procurement processes, and related records independently. Reports operational issues, discrepancies, and risks to the Senior Clinic Manager and/or Clinic Director as appropriate.
Supervision Given
Provides guidance and direction to students, staff, and faculty on inventory procedures, ordering processes, and safe handling of materials. Does not have formal supervisory responsibility.
Minimum Qualifications
High school graduation and a minimum two 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.
Experience in inventory control, procurement, or stores operations.
Solid knowledge of purchasing processes, shipping and receiving, and inventory systems .
Experience with financial transactions such as invoice processing or reconciliation..
Post-secondary education in Business Administration, Supply Chain, Logistics, or a related field, or an equivalent combination of education and experience.
Experience in procurement, inventory management, or stores operations in a dental clinical, laboratory, or teaching environment.
Working knowledge of financial processes such as invoice processing, reconciliation, and basic budget tracking.
Proficiency with inventory systems, databases, and Microsoft Office applications, particularly Excel.
Knowledge of safe handling, storage, and disposal of clinical, laboratory, or regulated materials.
Ability to coordinate multiple tasks and prioritize effectively in a high-volume, fast paced environment.
Ability to identify and resolve routine operational issues and escalate as required.
Strong organizational skills and ability to maintain accurate records and reporting systems.
Ability to communicate effectively with faculty, staff, students, and external vendors.
Demonstrated ability to safely operate step ladders and perform light material handling (up to 10 lbs.) in compliance with occupational health and safety standards.
Ability to maintain accuracy and attention to detail.
Ability to follow established procedures and maintain organized records.
Ability to communicate effectively verbally and in writing.
Ability to work effectively independently and in a team environment.
Ability to provide quality service in a courteous, patient, and professional manner.
Ability to use standard office software (e.g., Microsoft Office, Quickbooks, etc.) and inventory or database systems.
