Interview Liaison

Staff - Union

Job Category
CUPE 2950

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

Job Title
Interview Liaison

Department
Administrative Support | Engineering Co-op Program | Faculty of Applied Science

Compensation Range
$4,314.00 - $4,532.00 CAD Monthly

Posting End Date
May 19, 2024

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
To organize and schedule over 2500 student interviews with employer representatives and students annually. Act as the central contact for employers, students, staff and other units on campus regarding current and upcoming interview schedules and information sessions. Planning and scheduling special projects around the peak periods of interview scheduling, student rankings and placements.
Organizational Status
Reports to the Administrative Manager with direction from the Director; interacts with Co-op stakeholders (students, staff, faculty and employers); and liaises and coordinates interview schedules and activities frequently with other university administrative units.
Work Performed
- Answers incoming interview scheduling enquiries and organizes interviews, in a timely manner
- Organizes all employer information sessions; schedules time, duration, room bookings, equipment, food and refreshments. Emails information to staff and students and ensures the appropriate coordinator is aware and has the session scheduled in their work plan
- Assists in producing periodic reports on interview requests and resulting placements
- Updates interview scheduling records hourly (during peak interview periods) during peak periods, checks and corrects discrepancies to ensure there are no errors in student interview schedules
- Communicates with employers when schedules are completed and emails/faxes interview schedules with a map of the office to the interviewer
- Orders lunches for employers conducting student interviews at Co-op office
- Logs work term reports upon receipt and distributes to assigned faculty advisors or coordinators for marking
- Logs and files marked technical reports and emails students for pick up
- Logs various work term related forms and distributes to coordinators
- Distributes and posts information session posters, notices and announcements on bulletin boards and removes outdated material from boards to ensure staff and students are informed of current information and events
- Organizes, updates and maintains all forms and program information for distribution to Co-op stakeholders
- Interacts with students to ensure forms and applications have been completed correctly prior to employer interviews
- Reports technical problems to the Administration Manager and provides technical support on the database including troubleshooting and training to staff on-site where appropriate
- Files and archives interview requests and schedules to ensure all information is current and updated
- Covers the Front Desk Administrator during breaks and leave to ensure the smooth operation of the unit
- Performs other duties related to the qualifications and requirements of the job
Consequence of Error/Judgement
Poor judgment, errors or lateness in interview scheduling has a significant impact on the program and may lead to loss of student jobs, potential financial support and the reputation and professionalism of the Co-op Office.
The incumbent will be ultimately responsible and accountable for all of the functions of interview scheduling for the office. He/she will be required to identify problem areas, come up with possible solutions, implement change and evaluate processes.
Supervision Received
The Interview Liaison Representative will report to the Administrative Manager. He/she will work independently with minimal supervision from the Administrative Manager and will be required to exercise tact and discretion. He/she will receive specific instructions only on unusual problems or on matters, which depart radically from, established policy and procedures. He/she will also receive work from the Director and Coordinators.
Supervision Given
n/a
Minimum Qualifications
- 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
High School graduation and 1 year post-secondary education.3 years of related experience or the equivalent combination of education and experience.Training in office processes and procedures preferred. Ability to effectively use Outlook, Word, Excel and PowerPoint at an intermediate level.Ability to perform word processing at 50 words per minute.Ability to operate job-related equipment (e.g., multi-line phone/switchboard) (e.g., fax machine, photocopier).Ability to communicate effectively verbally and in writing.Ability to maintain accuracy and attention to detail.Ability to prioritize and work effectively under pressure to meet deadlines.Ability to accurately maintain and schedule appropriate appointments and interviews.Ability to be thorough, accurate, and have a high level of attention to detail.Ability to efficiently and effectively coordinate tasks.Ability to effectively manage multiple tasks and priorities.Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.Ability to listen actively and attentively, and obtain clarification as required.Ability to provide quality service to customers in a courteous, patient manner.Ability to work effectively independently and in a team environment.Ability to develop and maintain cooperative and productive working relationships.Ability to exercise tact and discretion.