Program Support

Staff - UnionJob CategoryBCGEU Okanagan Support StaffJob ProfileBCGEU OK Hourly - Secretary IIJob TitleProgram Support & Engagement AssistantDepartmentUBCO | | InnovationCompensation Range$ $30.05 CAD HourlyPosting End DateJune 3, 2024

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

Job End Date

Sept 30, 2024

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 Summary
This position plays a vital role in supporting the day-to-day program operations of the team, particularly focused on operational administration of the UBCO VMS program. This position is supported by funding received by WeBC to enhance the participation of women in entrepreneurship. This multifaceted position involves program administration in support of the Program Manager, program and venture data organization and management, event coordination, campus engagement for programs including supporting the Community Coordinator with marketing & engagement activities, and various additional operational tasks. The incumbent will work closely with the team, contributing to the successful delivery and promotion of programs and events that foster entrepreneurship and innovation within the UBC Okanagan community. The successful candidate will have an understanding of the promotion of non binary students in entrepreneurship.

Organizational Status

offers UBC Okanagan students, faculty, staff and alumni training and mentorship support to explore their start-up ideas, commercialize research, build connections within the Okanagan innovation ecosystem and develop the skill set needed to launch a successful new venture. This includes venture-building programs, and mentoring through UBCO Venture Mentoring Services (VMS).

Work Performed

Program & Engagement Support

• Leads the arrangement and coordination of all logistical aspects of UBCOVMS Mentor Meetings and Mentor Connects, including coordinating meeting availabilities, communications, calendar invites, venues, catering arrangements, equipment rentals, and transportation logistics (where applicable) as well as relevant data collection. Actively research, engage, and contribute to opportunities to engage more women-identifying participants in events and programs, take a lead role in recognizing and representing EDI within . Assists in planning, organizing, and executing events hosted by , including social gatherings, program sessions, workshops, and community engagement events.
• Builds and maintains positive relationships with program participants, particularly UBCO VMS Ventures, which includes being a point of contact for meetings, meeting logistics, additional requests, surveys, data collection.
• Develops and manages partnerships with student clubs on campus to promote programs and services for UBCO affiliated entrepreneurs. Creates detailed event calendar schedules for program participants
• Liaises with vendors, contractors, and service providers to secure necessary services and support for events, monitoring contract terms, and maintaining vendor relationships to ensure quality and value.

Data Organization and Operations:

• Supports data management for programs and events, ensuring accurate collection and review of program metrics, data, surveys, and testimonials. Includes developing data tracking structures, inputting data, ensuring validity of data, developing relevant surveys, data analysis, and contact tracking of stakeholders, mentors, ventures, and key contacts. Includes adding and supporting contact lists for Innovation Insights newsletter
• Contributes to annual reports and presentations by drafting content and ensuring proper tracking of Equity, Diversity, and Inclusion (EDI) metrics.
• Assists with market research and ecosystem analysis to inform programming.

Administrative Tasks:

• Handles administrative duties related to the UBCO VMS program, such as booking meetings, collecting information, and organizing data in support of the Program Manager.
• Provides email support to assists the Program Manager, including the Innovation and UBCO VMS inbox oversight and triaging

Analytics and Reporting:

• Collects data for reporting from surveys conducted during events and programs.
• Supports program registration processes and attendee communications, particularly for the UBCO VMS program or as needed and directed by the Program Manager; provides support to ensure a positive experience for all participants, including VIP guests and speakers on site.
• Coordinates post-event/program data collection to draft reporting for the Program Manager including survey delivery, collection, follow-up, gathering feedback & testimonials from participants, and generates reports analyzing event outcomes, effectiveness, and recommendations.

Marketing & Engagement:

• Supports marketing recruitment efforts for programs and events, including in-person tabling at campus events and classroom visits in support of the Community Coordinator.
• Attend events on campus and in the community as a representative for as directed.
• Proofreading and reviewing newsletter drafts for spelling, grammar, and functioning links.
• Support in identifying resources, events, and programs from community newsletters to be included in Innovation Insights newsletter

Consequence of Error/Judgement
This position is expected to exercise judgement and initiative in the handling matters of both a routine and non-routine nature requiring the interpretation of University and Faculty policies, procedures and guidelines. Works with conflicting demands and exercises judgement in establishing priorities and carrying work through to completion in a timely manner. Discretion in dealing with confidential and sensitive matters is essential. Must be able to exercise judgement and initiative in dealing with administrative matters where there are no established policies, procedures or guidelines.

Supervision Received
Reports to the Program Manager. Works independently and in accordance with procedures and generally accepted event management standards. Work is assessed for the attainment of objectives.

Supervision Given
May provide advice to the Community Coordinator.

Minimum Qualifications

High School graduation, plus a two-year post-secondary diploma, recognized related experience in supporting entrepreneurship programs and mentorship is needed, 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

• Bachelor's Degree preferred
• 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
• Prior program support experience with understanding of entrepreneurial programming, particularly mentor programs, and how shown experience working with entrepreneurs is strongly preferred.
• Interest in the entrepreneurial ecosystem and supporting a diverse cohort of entrepreneurs and founders.
• Comfortable with MS Office Suite, including Outlook, PowerPoint, Word, Excel & Teams
• Professional oral and written communication skills.
• Strong technical and organizational skills.
• Familiarity with data management tools and event platforms (Eventbrite, Qualtrics, CRMs, Microsoft Suite), and a willingness to learn new software.
• Availability to attend events outside of regular work hours and in the community as required.
• Exceptional attention to detail and a commitment to follow-up procedures. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English
• Prior administrative, customer service, and/or event management experience.
• History of campus involvement (student clubs, sports, etc.) to support in relationship development.
• Comfortable with experiential learning.
• Ability to communicate through multiple platforms (Zoom calls, Teams, Emails, etc.).
• Proficiency in customer experience software, such as Qualtrics, is preferred.
• Familiarity with university operations, academic structures, and institutional policies is advantageous.
• Demonstrated ability to perform effectively under pressure and manage multiple tasks concurrently.
• Proven track record of collaborative and adaptable work practices, with a strong inclination towards teamwork.
• Possession of analytical, problem-solving, and conflict resolution skills.
• Ability to obtain and disseminate information effectively and tactfully with individuals from all levels of the University and the external community.
• Demonstrated experience working as a member of a team, working in a collaborative manner and supporting colleagues to achieve shared results and complete shared tasks.
• Ability to work in a service-oriented manner providing service to internal and external clients.

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