Program Assistant, Business Career Centre

Job Summary

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

The Program Assistant provides complex administrative and program support to the Business Career Centre’s Student Career Development and Service Excellence teams.

The Program Assistant works independently and in close collaboration with other team members, and is part of the centre’s Operations team – the backbone of the Career Centre with broad responsibilities in HR, Finance, and Technology support. The Operations team is primarily internally focused, ensuring the infrastructure and processes that support all of the Career Centre programs and services are well-managed and consistently maintained.

The Program Assistant coordinates and oversees complex administrative processes for the unit’s programs and activities, including technical systems support, reporting, mentorship programs, workshops, mock interviews and classroom activities.

Organizational Status

Reports to the Associate Director, Operations and Systems. Works closely with managers and other colleagues from the Student Career Development and Service Excellence teams, UBC Sauder faculty, alumni other support employees and student workers. Liaises with external consultants.

Work Performed

• Oversees the administration of the Brand Management Mentorship Program by coordinating work processes, establishing priorities, and resolving complex issues.
• Provides administrative coordination for an undergraduate career development course (COMM 202), including tutorial and workshop logistics, and mandatory mock interviews.
• Coordinates end-to-end administration of mock interviews for graduate and undergraduate students, including scheduling, communication with external consultants, logistical planning, material preparation, day-of support, participant tracking, and post-interview reporting and analysis.
• Monitors the general COMM 202 inbox, liaises with the Career Programming Strategist on any ad-hoc requests, and acts as a backup for course updates/information to critical stakeholders in the absence of the Career Programming Strategist.
• Responds to student, employer, faculty and program inquiries, providing guidance on policies, program requirements and administrative procedures; resolves complex issues and coordinates responses.

• Oversees complex technical support for the employer relationship management system (Salesforce), career services portal (12twenty) and undergraduate, BCom Careers web platforms. Identifies, investigates, troubleshoots and resolves multi-system data and technical issues and discrepancies that impact system outputs, reporting accuracy and data integrity; escalates unresolved issues to the appropriate support team with detailed documentation of the issue and steps taken.
• Oversees and maintains student database in 12twenty. Ensures data quality and privacy and determines annual changes of student information in 12twenty using Workday Student.
• Designs, builds, and maintains dashboards and reports to track engagement, and employment outcome data from 12twenty; interprets trends and flags anomalies for program leads and leadership team.
• Prepares regular reports from 12twenty, Salesforce, and other Sauder and UBC systems and completes data analyses for programs, other Business Career Centre teams and other UBC Sauder units.
• Applies intermediate to advanced Excel skills to consolidate, and map data across multiple systems. Builds integrated datasets to produce reports for program leads and identifies and resolves data inconsistencies in the process.
• Provides ad hoc reporting and dashboard support to Career Centre teams and other UBC Sauder business units as needed.

• Coordinates and oversees complex administrative processes for the day-to-day operations of the Career Centre. Oversees office space needs and the servicing of office equipment, resolving operational issues. Liaises with other UBC Sauder units as needed.
• Maintains and updates BCC Staff Portal on Canvas and documented procedures for administrative and data processes across Career Centre technical platforms and general operations, ensuring all processes, policies, and resources are accurate, current, and support the needs of the Centre and consistent practices across the team.
• Monitors internal administrative procedures for efficiency and effectiveness, and makes recommendations for changes as needed.
• Assists with a variety of special activities, projects and initiatives for the unit assigned by the Associate Director and the leadership team as required.
• Provides backup coverage to other support employees in the BCC as required and performs other duties consistent with the scope of the role.

Consequence of Error/Judgement

Exercises judgement and tact in decision-making across a wide variety of duties and responsibilities and interprets and follows program policies and practices. Errors in completing work and planning may result in unnecessary expenditures, inconvenience and/or embarrassment to participants, faculty and students. Handling enquiries in an inappropriate, untimely or unprofessional manner can adversely affect the reputation and/or relations between the faculty, students, employees and the diverse and varied business communities connected with the UBC Sauder School of Business and UBC.

Supervision Received

Works independently under the general direction from the Associate Director, Operations and Systems. Exercises independent judgement in selecting and interpreting information.

Supervision Given

Not required to supervise. May explain work procedures to new or temporary employees as required, including students and volunteers.

Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four 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

• Demonstrated ability to identify and analyze problems, troubleshoot issues, and implement effective solutions; experience resolving data discrepancies or technical issues across multiple systems or platforms is an asset.
• Experience interpreting and applying complex policies, procedures, and technical information, including translating administrative policies into documented procedures.
• Proven ability to learn and adapt to new systems and software quickly; familiarity with platforms such as Canvas, 12Twenty, Salesforce, or similar tools is an asset.
• Intermediate to advanced proficiency in Microsoft Excel, including experience building reports, manipulating data sets, and preparing summaries for internal stakeholders.
• Strong written and verbal communication skills, including experience preparing reports, process documentation, and correspondence for a variety of audiences including senior leaders.
• Demonstrated ability to exercise tact and discretion when handling sensitive or confidential information.
• Strong interpersonal skills with a track record of building effective working relationships with individuals at all levels of an organization.
• Proven ability to prioritize and manage multiple tasks and competing deadlines in a fast-paced environment.
• High level of accuracy and attention to detail in all aspects of work.
• Ability to work effectively both independently and as a collaborative team member.
• Demonstrated flexibility in adapting to shifting priorities while maintaining productivity and positive working relationships.