Program Assistant

University of British Columbia


Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Program Assistant 2 (Gr5)

Job Title
Program Assistant

Department
Co-op Program Support Co-operative Education Program. Arts

Compensation Range
$4,188.00 – $4,400.00 CAD Monthly

Posting End Date
December 8, 2023

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

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 Description Summary

This position supports the daily operations of the Arts Co-operative Education Program, which serves approximately 800+ undergraduate and 200+ graduate students in Arts, and approximately 3000 local, national, and international employers from all sectors of the economy. The position is responsible for coordinating the co-op job cycle and acts as the first point of contact for prospective and current students and employers and assists in administrative duties such as greeting visitors, responding to verbal and written inquiries, and processing employment offers. This position is expected to provide information to the Program’s internal and external stakeholders, particularly students, employers, faculty, parents, and other co-op programs.

Organizational Status

This position reports to the Assistant Director, Systems & Administration. It works in close cooperation with the Associate and Assistant Directors, Co-op Career Educators/Managers, other Program Assistants, and student workers. The position also works closely with employers to support their hiring processes and supports prospective and current students in the Program.

Work Performed

Office Communication

  • Main staff member at the reception desk
  • Oversees the Arts Co-op Program main email account and phone line, responding to complex student and employer inquiries around job opportunities, postings, hiring timelines, and interviews
  • Forwards appropriate messages/tasks/requests to other staff as appropriate; refers more complex inquiries/issues to M&P staff

Job Cycle Process

  • Coordinates the job cycle, including overseeing the job deadline distribution to maintain a manageable job closing schedule for students and programs
  • Reviews postings to ensures they meet all co-op requirements in terms of job nature, length, salary range, etc.
  • Forwards any new employers to Career Educators/Managers or Business Development team for any follow-up
  • Liaises with other UBC co-op programs to ensure that job postings are distributed to the appropriate programs
  • Ensures information is posted in Symplicity database accurately and in a timely manner; follows special instructions and deadlines as specified by the employers
  • Reviews job applications to be sent to employers; pulls incomplete student job applications, and emails students with explanation
  • Provides technical support to employers should they encounter issues accessing Symplicity or job bundles
  • Schedules interviews, tracks and reports on interview activity, and undertakes follow-up with employers
  • Coordinates and tracks all co-op job offers and liaises between employers and students during the job offer process. Processes employment offers, and advises students on next steps after they have accepted a job offer
  • Tracks and records all student search and work terms (including extensions and self-directed terms) in Symplicity and appropriate spreadsheet
  • Assists with records management, form building, maintenance, and managing mass e-mail services
  • Assists with overseeing Symplicity, including supporting with assessing the Program’s needs and modifying the database based on these needs
  • Documents and updates unit’s job cycle processes

Reporting

  • Compiles weekly job cycle stats for the Co-op team
  • Generates ad hoc reports for Executive Director and Associate Director, Co-op Career Educators/Managers, Business Development staff, and UBC Co-op Council when needed
  • Generates work term reports for the Association for Co-operative Education and Work Integrated Learning (ACE-WIL) 3 times per year as well as the Co-operative Education and Work-Integrated Learning Canada (CEWIL) when needed

Office Administration

  • Provides finance backup support for day-to-day finance-related tasks and forms such as coordinating and submitting expenses to the Arts ASC team, coordinating the payment of workshop fees, and processing paperwork for Arts Co-op awards
  • Provides admin support backup such as ordering office supplies, submitting key and access requests, submitting facilities requests when needed
  • Performs other duties as required

Consequence of Error/Judgement

Failure to adequately assess employers and job postings could result in students being hired into inappropriate work environments. Failure to apply policies and procedures established by the University, UBC Arts Co-op and the Co-operative Education and Work Integrated Learning Association (CEWIL) could result in loss of accreditation and/or financial support. Poor judgement, errors or lateness will have a significant impact on the Program and could lead to loss of student jobs, financial support, and negatively impact the reputation of the UBC Arts Co-op Program.

Supervision Received

The Program Assistant works independently under the general direction from the Assistant Director, Systems and Administration. They will be required to exercise tact and discretion and be able to interpret and follow Program policies and practices. They will receive specific instructions on unusual problems or on matters that significantly depart from established policies and procedures. They will also receive work from the Associate Director, all Co-op Career Educators/Managers, and Business Development team.

Supervision Given

The position may provide occasional direction to 1-2 student workers in the absence of other senior staff. Assists in the training of new or temporary staff with reception procedures, the co-op database and general pertinent office procedures. Is not required to supervise others, but may be asked to explain co-op database and work procedures to new or inexperienced staff.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus 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 inclusion
Preferred Qualifications

-Experience in Arts education and/or co-operative co-op education preferred.

-Advanced experience with MS Office suite, particularly Outlook, Excel, Word, PowerPoint, Teams, and OneNote. Ability to operate job related equipment. Ability to learn new software systems like Symplicity and SISC.
-High level of accuracy and attention to detail. Ability to prioritize and accurately maintain schedules and processes. Ability to work under pressure to meet deadlines and complete work without errors. Ability to solve routine problems based on Program’s policies and procedures and refer more complex problems to senior staff. Ability to respond to routine inquiries verbally and in writing. Ability to listen actively and obtain clarification as required.

-Ability to develop and maintain cooperative and productive working relationships with Program Staff, Faculty of Arts staff, and stakeholders, particularly students and employers. Ability to work effectively independently and in a team environment. Ability to deal with people in a courteous, calm manner and have excellent customer service skills

-Ability to accurately create and maintain records. Ability to identify and correct missing and incomplete data. Effective oral and written communication, interpersonal, problem solving, analytical and organization skills. Ability to work effectively independently and in a team environment.

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