Program Assistant, International Student Development

Job Summary

The Program Assistant will provide clerical and administrative support to the International Student Development (ISD) staff team, an administrative department within Student Affairs, at UBC-V. Specifically, the incumbent is responsible for assisting with the administration of the Mastercard Foundation Scholars Program, World University Services of Canada (WUSC) scholarship program and the Global Lounge.

Organizational Status

The Mastercard Foundation Scholars Program provides young people from Africa with access to quality and relevant university education at UBC and the Program Assistant will be responsible for providing support to many aspects of the program including graduate admissions processes; reporting; event logistics; data gathering / analysis; and other administrative tasks that ensure the effective and smooth running of the program. The WUSC scholars program provides displaced and / or refugee youths with access to high-quality education at UBC through permanent resident sponsorship to Canada. As well, the Program Assistant will perform activities required to support the programs delivered by the Global Lounge, a place-based, programming hub overseen by ISD. International Student Development (ISD) helps create conditions for international and refugee students at UBC-V to thrive and facilitates global learning on campus for all students.

Work Performed

• As a point of contact for students, faculty and staff seeking information about ISD programs at UBC, provides general information and advice (as appropriate). Receiving inquiries with empathy, sensitivity and knowledgably assists with providing information or referral to appropriate campus support.
• Provides input into the Mastercard Foundation Scholars Program graduate admissions and arrival policies; develops, maps and implements, in coordination with Program Director, and the Program Manager administrative procedures.
• Composes professional correspondence and initiates replies with students, faculty and staff on moderately complex matters, including but not limited to, communicating and supporting participants with pre-arrival preparations, transitional supports, managing advanced funding, and receipt reporting procedures. Carefully identifies the nature of the presented concerns and formulates responses based on knowledge programs and departmental practices and interpretation of policies and guidelines.
• Communicate regularly with faculty-based admissions staff to ensure communication with each applicant is tracked and coordinated.
• Communicate with UBC academic program staff to arrange flights for students traveling to and from UBC, including initial arrival, conferences, internships, and returning home, with approval of program staff.
• Maintain confidentiality of student data according to established policies and protocols.
• Compile and monitor graduate applications duties including but are not limited to : assessing incoming electronic application files for completeness; following-up, as necessary, to obtain outstanding application materials; and resolving inconsistencies in application files.
• Respond accurately and in a timely manner to all inquiries received in-person, email, by phone, or online with appropriate responses and referral to appropriate campus resources.
• Prepare applications for review by program staff and selection committee.
• Ensure procedure documents are up-to-date and track routine procedures in writing as necessary. Assists in data gathering, tracking and consolidation to support the creation and development of program reports.
• Provide logistical support for programs, student meetings, and other events.
• Support Work Learn hiring processes.
• Support the administration of programs including the Global Fund, World’s Challenge, Social Entrepreneurship Fund, and other programs.
• Coordinate the Global Lounge booking system and correspond with booking parties.
• Assist with the maintenance of websites and social media accounts, including, but not limited to, updating student profiles, adding information about events, uploading pictures or graphics, and ensuring that links and information are current.
• Prepare written materials for external communications and websites as needed.
• Provide clerical support including, but not limited to, scheduling, note taking and minutes, data entry, file management, mail merges, registration processing, purchasing, expense submission etc.
• Works sensitively with individual circumstances and communicate effectively and empathetically with a highly diverse population. Works effectively with speakers of English as an additional language (EAL) and newcomers of Canada.
• Performs other duties as required.

Consequence of Error / Judgement

Negative interactions with applicants and students, other UBC staff including faculty representatives, staff at other academic institutions and the public can result in damage to UBC's reputation. Inappropriate judgment can result in loss of reputation for UBC, damage to UBC’s relationship with a major donor, and negative impact on UBC’s ability to meet its recruitment targets for international undergraduate students.

Supervision Received

This position reports to the Program Director, International Student Experience. The Program Assistant works with minimal supervision. The incumbent will receive specific instructions on new projects. Consults with supervisor on matters which depart from established policy or procedures. Expected to actively prioritize a variety of tasks and utilize judgment to problem solve solutions.

Supervision Given

No supervision of others is required.

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.

Preferred Qualifications