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Program Assistant

Program Assistant

The University of British ColumbiaVancouver, British Columbia, CA
30+ days ago
Job type
  • Full-time
Job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Program Assistant 2 (Gr5)

Job Title

Program Assistant

Department

Student Engagement Assistants | Centre for Community Engaged Learning | Student Affairs

Compensation Range

4,314.00 - $4,532.00 CAD Monthly

Posting End Date

July 4, 2024

Note : Applications will be accepted until 11 : 59 PM on the Posting End Date.

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

The UBC Centre for Community Engaged Learning (CCEL) is an innovative model for the advancement of community-based approaches to experiential learning. The Centre engages students, faculty, staff, and community in building their capacity to collaborate toward the resolution of complex community-based challenges. The unit works with diverse stakeholders to engage students in short-term community-based projects and ongoing weekly placements that contribute to the achievement of community goals.

The UBC-CCEL Program Assistant is responsible for assisting with the administration of community experiential learning (CEL) projects and other centre-wide programs.

The Program Assistant, as an in-person front desk role, will : a) coordinate effective communications via multiple channels; student recruitment and registration; information sessions and orientations; event logistics; b) maintain CCEL databases, ensure on-going and accurate data collection and tracking, and assist with program reporting and evaluation c) coordinate meetings, events and workshops for students, faculty and community partners; d) provide support to colleagues within CCEL including organizing meetings, documenting decisions and following-up on planning activities.

Organizational Status

Reports to a CCEL Student Engagement Coordinator.

Works with CCEL staff, faculty and students as well as other UBC partners, and colleagues in operations and administration as required and may also be required to liaise with partners external to UBC, such as non-profit community organizations, schools and businesses as relevant to the position.

Work Performed

Communications : Administer the Centre’s communication processes as follows :

  • Act as an initial point of contact, on-site at the CCEL office, for students, faculty and community partners seeking general information about CCEL and community engaged learning at UBC.
  • Produce marketing and communications assets, such as : a) monthly CCEL newsletters for students as well as community partners and faculty; b)printing of materials and assisting with photo shoots, audio-visual recordings, and social media and / or web publication for events.
  • Design creative communications content, program tools / resources, and event marketing materials (e.g. posters, promo blurbs, infographics etc.) for website, social media, newsletter, and other digital / print platforms for program promotion, and information sharing purposes.
  • Create, edit, publish and regularly share content (e.g. original text, photos / images, videos and news) to help increase awareness and participation in CCEL programming, promote stories of social impact, build meaningful connections, facilitate knowledge exchange, and encourage audience members and program participants to take action.
  • Develop digital (web) and social media content offering different options and pathways for students to integrate community engaged learning into their university experience.
  • Develop webpages and update CCEL’s website using WordPress.

Data : Oversee the Centre’s project and partnership database as follows :

  • Ensure that data records on Centre-wide initiatives and programs are accurate and up-to-date
  • Support the collection and tracking of curricular and co-curricular participation data including but not limited to project descriptions; course names and sections; student numbers; partner organizations, faculty participants; etc
  • Assist with regular reporting of activities including but not limited to supporting data analysis and responding to data requests for internal and external reporting purposes;
  • Monitor effectiveness of data tracking systems and processes, providing recommendations to manager for efficiencies and revisions as required
  • Provide guidance to other CCEL staff using data tracking systems including answering queries, and providing training as required.

    • Program Support : Provide Centre- wide, cross-functional support as follows :

  • Support community partners seeking to engage students in opt-in and episodic opportunities for student learning in the community.
  • Coordinate elements of CCEL programming, such as : a) recruitment and registration of student, staff and alumni b) logistics for orientation and training; c) co-facilitation of orientation and training sessions as required.
  • Assist with planning and implementing of program evaluation - including communicating with participants; running database queries; collecting and collating evaluation responses; and preparing and disseminating surveys and summary documents
  • Assist with CCEL’s student grant program including a) supporting communications to prospective applicants and grant winners; b) responding to student questions c) processing grant contracts and d) project report and invoice intake.
  • Provide administrative and logistical support including arranging meeting bookings, managing Zoom meeting technology, in-person event set up / tear-down, taking meeting notes / minutes, and other related tasks as assigned.

    • Other Duties

  • Purchasing office and program related supplies, tracking and reconciling monthly expenses for the Centre (and other finance-related duties as required), facilitating office maintenance requests, and assisting with onboarding new staff.
  • Other related responsibilities as required.

    • Consequence of Error / Judgement

    Must exercise tact and diplomacy in interacting with students, staff, alumni and faculty from UBC, staff at community organizations, and individual community members. The Centre for Community Engaged Learning has a high profile in the community and engage program participants in a variety of situations. All program staff must be aware of the need to minimize risk to participants and maximize the perceived and actual sensitivity of the program and the university to community issues. As the department is handling confidential information, staff must understand and respect the principles of confidentiality. Errors in judgment or the disclosure of confidential information could have very public consequences, affecting the reputation of the Centre and / or resulting in embarrassment to the University of British Columbia and its senior administration.

    Supervision Received

    Functions under the management and supervision of a CCEL Engagement Advisor

    Supervision Given

    This position may supervise part time student staff.

    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

  • Experience assisting with program planning and implementation.
  • Experience overseeing the administrative work in a small sized office.
  • Experience establishing priorities and setting and meeting deadlines in a complex, every changing environment.
  • Experience building, using, and managing databases required.
  • Experience developing online newsletters and other communications tools.
  • Experience supporting the recruitment students for events and programs.
  • Experience in event planning and promotion.
  • Experience working in a university, non-profit organization, or school setting an asset.
  • CUSTOMER or STUDENT SERVICE
  • Knowledge of community engaged learning and the value of community and university partnerships.
  • Excellent communication skills, both verbal and written.
  • Strong computer skills, including Microsoft Office programs and database software; specific experience with UBC systems (e.g. Symplicity, SISC, FMS) an asset.
  • Data Organization and Analysis an asset (eg. Pivot Tables, Vlookup, Tableau, etc.)
  • Ability to edit and update webpages using content management software.
  • Ability to problem solve and refine processes for efficiency.
  • Adaptive, with ability to set priorities, take initiative, meet deadlines and anticipate and solve problems.
  • Both goal and process-oriented with a demonstrated ability to work in a fast-paced environment and strong attention to detail.
  • Ability to take the lead when coordinating team wide activities as required.
  • Excellent organizational skills, including ability to organize and promote events.
  • Excellent interpersonal skills with a demonstrated ability to work collaboratively in a team.
  • Knowledge of the public school system and / or non-profit organizations and inner city issues an asset.
  • Commitment to the goals of UBC’s Strategic Plan and CCEL’s mission, vision and values.
  • Knowledge of and sensitivity to the university community; specific knowledge about CCEL’s programs and UBC an asset.
  • Ability to work flexible hours, including evenings and weekends.