Senior Program Assistant

Job Summary

The Public Humanities Hub (PHH), based in the Faculty of Arts, was founded in 2019, and has recently been renewed for a new term of funding from the Vice-President, Research and Innovation Office (VPRI), the Faculty of Arts, the Faculty of Education, and the Peter Allard School of Law. The PHH supports new directions in humanities scholarship for scholars and projects, through grants, faculty fellowships, SSHRC Connection grant support, graduate mentoring, and public programming, including academic events and toolkits to build humanities community and research capacity. The PHH prioritizes public engagement, making post-secondary humanities research more publicly accessible, fostering accountable interdisciplinary collaboration, and supporting exchanges between academic and non-academic expertise. It seeks to reimagine knowledge creation, redistributing access to diverse publics, especially digital scholarship and historically marginalized communities.

The Senior Program Assistant works closely with the PHH Director and reports to the Research Centres Administrator in the Faculty of Arts. The sole full-time PHH staff person will assist the Director in all aspects of the development of the PHH and its programs, including the coordination of grant and fellowship competitions, the scheduling of diverse public programming, and the maintenance of website and social media presences. Additionally, the Senior Program Assistant will facilitate communication and meetings among the members of the Advisory Board and affiliated faculty as well as on- and off-campus collaborators including community partners.

Organizational Status
The Senior Program Assistant works closely with the PHH Director and reports to the Arts Research Centres Administrator. The successful candidate will interact and communicate with members of the Advisory Board and affiliated faculty, on- and off-campus collaborators, staff from the Faculty of Arts Dean’s Office, and other academic and administrative units on campus.

Work Performed

• Works proactively and independently to provide comprehensive administrative coordination and support to the PHH Director and program.
• Develops a broad and in-depth knowledge of a range of program and administrative policy and procedure including strong working knowledge of related UBC systems.
• Provides logistical, clerical, and technical support to the program. Resolves complex problems and serves as first point of contact and a resource for faculty and staff.
• Provides complex coordination and administers the workflow of the programs, including scheduling and organizing meetings of the Advisory Board, faculty affiliates, and any subcommittees or working groups.
• Under guidance of Director, prepares calls for applications for Fellowships and Research Grants, and Graduate Position hiring. Monitors applications during application period, and responds to applicant inquiries. Compiles the application materials, prepares the evaluation spreadsheets, and schedules adjudication meetings for subcommittees. Informs applicants of the status of their applications.
• Assist with the development and maintains policy manuals and establishes work schedules and priorities for key administrative processes. Identifies needed improvements and recommends changes. Administers program evaluations, including but not limited to: maintaining records of all program activities, compiling and archiving meeting minutes, and assisting with the preparation of reports to VPRI and Deans of Arts, Education, and Law, including event attendance statistics and website traffic.
• Plans, schedules, and coordinates events in consultation with Director;
• Works with Arts Research team to process hiring student workers.

• Responds to in-person, email, social media, and telephone enquiries about the PHH programs and activities to faculty, visitors, and general public.
• Produces accurate, well-written communications for a variety of stakeholders.
• Drafts and edits internal documents, creates, and distributes promotional materials such as flyers, newsletters, posters.
• Coordinates the maintenance and renewal of program website and social media presence. Monitors website and social media traffic. Develops positive relationships with Advisory Board, affiliated faculty, and Arts research staff and interacts with UBC service unit, community leaders, external agencies, and the general public.
• Produces and maintains PHH mailing lists for faculty affiliate and community partners.
• Works with Arts ISIT and other Arts units to produce and maintain an integrated events calendar.

• Responsible for review and reconciliation of financial activities of the PHH - this includes expenses and purchases, transfers, cash receipts and cost recoveries.
• Works with Director in the ongoing preparation and projection of budget and expenditures, as well as forecasting resource requirements for budgetary reports. Assists in the drafting and preparation of annual budgets and development of quarterly financial forecasts.
• Assists Director in submitting applications for various internal and external grants.
• Submits all expenses and reimbursement to Arts Finance Service Centre for payment; Liaises with Arts Research Centres Administrator and ASC-Finance management group to initiate transfer of funds investigates and reports on anomalies and errors.
  

Consequence of Error/Judgement
This position is critical to the development and ongoing success of the PHH and to the continued development of a fully functioning network of affiliates and collaborators. Poor performance in any of the core areas of responsibility could undermine PHH activities, jeopardize continued funding, threaten the long-term sustainability, and cause serious misunderstandings and damage to the international reputation of the PHH, Faculty of Arts, and UBC.

Supervision Received
Works independently, under the direction of Director. Receives guidance and mentorship from the Research Centres Administrator in administrative and UBC procedures and best practices. The position duties are governed by broad instructions and policies, involving frequently changing conditions and priorities. Work activities will be developed in conversation with the Director, but the Senior Program Assistant is also expected to be a self-starter who demonstrates initiative in planning and carrying out administrative activities (after initial direction).

Supervision Given
Provides oversight and day-to-day supervision for student workers such as Graduate Academic Assistants and/or Work Learns. Responsible for assigning tasks and providing training and guidance.

Minimum Qualifications
High School graduation, plus 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

• Undergraduate degree in a relevant (Humanities) discipline with experience in interdisciplinary research is preferred.
• Demonstrated commitment to or experience in advancing a culture of equity and inclusion is preferred.
• Experience working with financial processes (including expenses) and reporting is preferred.
• Familiarity with current methods and topics in humanities research is an asset.
• Prior knowledge and understanding of UBC policies, procedures, and instructions would be an asset.
• Ability to maintain accuracy and attention to detail. The ability to create and accurately maintain records and filing systems and a neat and tidy office environment.
• Ability to work effectively both independently and in a team environment.
• Ability to use word processing, spreadsheet, database, web, scheduling an electronic mail applications and intermediate level.
• Ability to prioritize and work calmly under pressure to meet deadlines. Outstanding and demonstrable written and oral communication skills.
• Ability to exercise initiative, tact, discretion and courtesy with a diverse range of people and stakeholders.
• Experience delivering high-level customer, client, and/or guest service.
• Ability to take and transcribe accurate meeting minutes.
• Ability to accurately gather, organize, summarize and process financial information.
• Familiarity with live-streaming equipment an asset.
• Must be available to attend and assist events outside of business hours.