Program Assistant

Staff - Union

Job Category
CUPE 2950

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

Job Title
Program Assistant

Department
Programming and Administration | Professional Development and Community Engagement | Faculty of Education

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

Posting End Date
April 28, 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 Summary

This position provides broad-based, flexible program and administrative support for a centralized service unit within the Faculty of Education: Professional Development and Community Engagement (PDCE).

The Program Assistant serves a key support function for the Senior Program Assistant team, who are responsible for processing undergraduate and graduate admissions, and is the first point of contact for customer service inquiries incoming to the PDCE unit; and, therefore, this role requires a strong customer service orientation, exceptional written and verbal communication skills, and a consistently professional demeanor.

Organizational Status

This position reports to the Team Lead, Senior Program Assistants.

This position is physically located on the Vancouver-Point Grey campus. The unit may, upon request, support up to two days of remote work per week for this position.

This position interacts frequently with various internal and external partners and clients, including, but not limited to representatives from the University, the Dean’s Office, faculty, staff, instructors, school district personnel, students, etc. This role also supports interaction with external vendors and service providers.

Work Performed
Provides broad-based, flexible program and administrative support for the team, including, but not limited to, the tasks listed below:

Program Support:  

• Enters, edits, and manipulates admissions data in relevant information systems using processes of a complex nature
• Responds to inquiries by telephone, email, and in-person, and provides information of a complex nature
• Creates non-credit registration forms (using WordPress) and maintains non-credit registration form system (e.g. tracking forms, downloading/storing data, wiping registration data)
• Provides registration support for various programs, events, workshops, including responding to general inquiries, troubleshooting registration issues, sending receipts, issuing refunds, issuing certificates, etc.
• Assists in and supports internal/external event planning, including, but not limited to conferences, program information sessions, workshops, institutes or special events; this work may include, but is not limited to, sourcing venue information, obtaining quotes, arranging room/equipment rentals, arranging IT or A/V support, organizing catering, supporting registration, preparing materials, etc.; this work may occasionally require time spent outside of standard working hours (e.g. evenings and weekends) for which overtime will be paid, accordingly
• Assists with the ongoing development and improvement of electronic information support systems, such as student information systems for registration, program and course scheduling

Administrative Support:

• Enters, edits, and manipulates admissions data in relevant information systems using processes of a complex nature
• Responds to inquiries by telephone, email, and in-person, and provides information of a complex nature
• Creates non-credit registration forms (using WordPress) and maintains non-credit registration form system (e.g. tracking forms, downloading/storing data, wiping registration data)
• Provides registration support for various programs, events, workshops, including responding to general inquiries, troubleshooting registration issues, sending receipts, issuing refunds, issuing certificates, etc.
• Assists in and supports internal/external event planning, including, but not limited to conferences, program information sessions, workshops, institutes or special events; this work may include, but is not limited to, sourcing venue information, obtaining quotes, arranging room/equipment rentals, arranging IT or A/V support, organizing catering, supporting registration, preparing materials, etc.; this work may occasionally require time spent outside of standard working hours (e.g. evenings and weekends) for which overtime will be paid, accordingly
• Assists with the ongoing development and improvement of electronic information support systems, such as student information systems for registration, program and course scheduling

Consequence of Error/Judgement
As a service and outreach unit in the Faculty of Education, the consequences of staff error could negatively impact both the reputation of the unit and/or the Faculty. The PDCE relies on its reputation for providing high quality, professional service and difficulties in the exercise of judgment, due diligence, or communication could prove detrimental.
Supervision Received
This position works under the supervision of the Team Lead, Senior Program Assistants.
Supervision Given
This position may be required to co-ordinate or oversee temporary staff or volunteers in support of various events (e.g. conference, institute). The position may also be required to explain work procedures or provide training etc., as needed.
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

Preference will be given to applicants who demonstrate:

• Excellent written and verbal communication skills
• Outstanding interpersonal skills, including the ability to build and maintain relationships, consistently demonstrate professionalism, and exercise tact and discretion
• Ability to work independently or collaboratively, within the context of a team
• Ability to maintain accuracy with data entry using attention to detail
• Time management skills, including the ability to prioritize and juggle multiple portfolios with different deadlines
• Confidence with and knowledge of standard administrative computer applications, including MS Office (Outlook, Word, Excel, etc.), Zoom, Doodle, etc.