Program Assistant 2

Job Summary

The Office of Professional Learning (OPL) is a cost-recovery unit within the UBC Faculty of Education that offers professional learning opportunities, both credit and non-credit, for education and kinesiology professionals working in BC and beyond. Most programs are flexible and part-time, often online or off-campus, and designed to meet the needs of working in-service practitioners. OPL also hosts the Provincial Teacher Mentorship Office (PTMO), including its two-year pilot program, funded by the BC Ministry of Education and Child Care.

The Program Assistant provides program and general administrative support for the PTMO team within OPL, and the OPL team in general. This role requires a strong customer service orientation, exceptional written and verbal communication skills, excellent attention to detail, and a consistently professional demeanor.

Organizational Status

This position reports to the Project Manager, Provincial Teacher Mentorship Office (PTMO), or designate.

This position is physically located at UBCV Point Grey campus. The incumbent 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, provincial government officials, and program participants. This role also supports interaction with contractors, external vendors and other service providers.

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

• Enters, edits, and manipulates registration 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.
• Supports the administration and implementation of PTMO and OPL programs, such as admissions, corresponding with prospective participants, supporting students and instructors, and tracking enrolments.
• Provides registration support for various programs, events, and workshops, such as responding to general inquiries, troubleshooting registration issues, sending receipts, issuing refunds, and issuing certificates.
• Creates program registration forms (using WordPress) and maintains registration form system (e.g. tracking forms, downloading/storing data, periodically cleaning registration data).
• Assists with the ongoing development and improvement of electronic information support systems, such as student information systems for registration, program, and course scheduling.
• Assists in the planning and execution of events such as symposia, 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 weekday working hours during evenings or weekends.
• Supports budget tracking and expense processing.
• Drafts documents, reports and presentations as required.
• Helps to organize and schedule office meetings, events, and spaces.
• Other miscellaneous tasks that fall within the scope of the role, for both the PTMO & OPL, as needed.

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. OPL 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 reports to the Project Manager, Provincial Teacher Mentorship Office (PTMO), and may receive directions and guidance from the PTMO Program Coordinator and OPL Administrative Manager.

Supervision Given
This position may be required to co-ordinate or oversee temporary staff or volunteers in support of various events (e.g. conferences, institutes). The position may also be required to explain work procedures or provide training/orientation, 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 as well as collaboratively with a diverse team
• Ability to maintain accuracy with data entry exercising strong attention to detail
• Ability to work occasionally on weeknights or weekends to support classes and other events
• 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, PowerPoint), Zoom, Doodle, etc.
• Previous work experience in a public post-secondary institution would be an asset
• Previous experience with WorkDay, Canvas Catalog, and WordPress would be desirable