Program Assistant

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)Job TitleProgram AssistantDepartmentOperational Leadership | UBC HealthCompensation Range$4, $5,102.00 CAD MonthlyPosting End DateAugust 22, 2024

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

Job End Date

Candidates must include a cover letter and resume as part of their application.

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

UBC Health enables and enhances interprofessional and collaborative health education and interdisciplinary research to train people, develop knowledge, and shape policy—seeking to address inequities and improve the systems that produce health. The Program Assistant supports the planning and implementation of interprofessional education, interdisciplinary research, and health systems activities, many of which actively engage Indigenous partners, patients, and community in their development and delivery.

The incumbent works closely with all members of the Office of the Vice-President, Health to support the organization, coordination, and logistics of programs and initiatives that align with the UBC Health Strategic Plan. This position is responsible for creating operational efficiencies and coordinating activities across a diverse portfolio, and plays a key role in the smooth running of UBC Health programming from an organizational standpoint. The complex and competing nature of the responsibilities involved requires a highly organized individual who can set priorities effectively, perform duties efficiently, communicate professionally, work independently and collaboratively in a team environment, and who possesses a strong sense of initiative and decision-making to investigate and resolve complex issues.

Organizational Status
UBC Health is responsible for driving the vision of the Vice-President, Health portfolio by promoting an integrated approach to collaboration among all health programs at UBC and with external partners in the health sector, including patients and community organizations. UBC Health reports to the Office of the Vice-President, Health and serves as a resource to all health disciplines at UBC. The Program Assistant reports directly to the Managing Director and receives high-level direction from the Assistant Directors and the Administrator. The incumbent works in close collaboration with and supports the work of various members of the team in the Office of the Vice-President, Health.

Work Performed

• Plans and organizes logistical aspects of various programs, events, workshops, and meetings
• Coordinates the delivery of programs and events, providing virtual and/or in-person support and organization
• Coordinates and provides administrative support for various programs, working groups and events, including scheduling meetings, preparing materials, and creating meeting summaries
• Creates, implements, and maintains workflows, digital organization systems, and processes to facilitate coordination and tracking within and across activities and programs
• Documents effectiveness of activity/event operations and recommends enhancements to systems, procedures, and services
• Supports program evaluations, organizes data, and drafts summaries
• Creates surveys in Qualtrics; compiles reports utilizing basic statistics and program data
• Collects, collates, and maintains information and data from across the unit, sharing across the team as needed
• Produces complex Excel reports utilizing formulas and pivot tables; prepares mail merge with Excel data
• Assists with designing, developing, and delivering promotional materials such as posters, flyers, signage, etc.
• Prepares various forms of official communications, such as letters of award and recognition, for students, faculty, partners, and collaborators
• Maintains effective communication and collaborative relationships with both internal and external partners
• Researches information, gathers price quotes, initiates contracts for rental of venues, catering, and other services for events, and coordinates with venues and vendors
• Makes arrangements for classroom/meeting bookings, equipment rental and setup, catering, custodial, and other services as needed
• Prepares financial forms, including requisitions and journal vouchers, to process payments of activity/event expenses, and follows up on the status of payments as needed
• References university policies, procedures, guidelines, and other regulations as applicable in relation to vendor contracts and payments
• Consults with the Administrator to resolve complex matters of a financial or administrative nature or involving interpretation of UBC policies and best practices
• Maintains the UBC Health website and other social media sites
• Edits videos and maintains digital content for the UBC Heath YouTube channel
• Develops and updates procedural guidelines and resources
• Maintains effective filing and recordkeeping, including records of meetings, contracts, historical data, financial spending against approved budgets, etc.
• Adapts accordingly to the changing needs and evolving priorities of various activities across portfolios
• May be required to provide coverage for administrative support staff as needed
• Performs other related duties consistent with the job qualifications and classification

Consequence of Error/Judgement
The Program Assistant is required to exercise professional judgment and initiative while undertaking all responsibilities and developing relationships. The work involves building and maintaining equitable relationships with internal and external partners, including actively seeking and valuing collaboration with Indigenous partners, and patient and community organizations. It requires attention to real and perceived barriers to meaningful participation, including tokenism, power dynamics, stereotyping, systemic racism, exploitation, and other inequities. The incumbent must understand and exercise the principles of confidentiality and best practices for Indigenous, patient and community engagement, including continuous learning and adapting these practices to ensure they are respectful, inclusive, and equitable. Inappropriate actions, errors in performance or indiscretions in judgment can have a negative impact on the Office of the Vice-President, Health and the University, and may result in legal action, negative public relations, financial repercussions, and loss of credibility in the Office's ability to demonstrate value in the areas of collaborative health education, research and systems.

Supervision Received
Reports directly to the Managing Director and receives high-level direction from the Assistant Directors and the Administrator. The incumbent must be self-directed and able to work independently and within a team environment, keeping the Managing Director and other appropriate team members regularly informed of activities and consulting on any challenges that may arise. Work is reviewed regularly to assess performance and ensure completion of project milestones.

Supervision Given
May supervise and/or provide work direction to Work Learn students.

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

• Relevant experience in planning and coordinating programs, activities, and events in a post-secondary institution, health organization, or other related settings an asset
• Senior administrative work experience in post-secondary education an asset
• Experience in project planning and implementation
• Ability to develop, implement, and evaluate processes and procedures regarding the effective delivery of programs and events
• Proven ability to communicate effectively and professionally, both verbally and in writing
• Proven ability to develop and maintain cooperative and productive working relationships and foster collaborative partnerships
• Ability to effectively and efficiently coordinate multiple tasks and priorities, work under pressure and meet deadlines
• Ability to analyze problems, identify key information and issues, and effectively resolve them
• Ability to exercise sound judgment and make thoughtful, informed, and thorough decisions
• Ability to accurately prepare financial documentation and summary reports
• Familiarity with developing and monitoring budgets
• Ability to create and accurately maintain records and filing systems
• High level of attention to detail
• Experience using Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams at an advanced level
• Experience using software applications, digital tools, and other resources that support program delivery and coordination across projects at an intermediate to advanced level
• Technical proficiency using a variety of software applications, including creative tools (e.g. Adobe Creative Cloud, Canva), video editing (e.g. Camtasia), surveys (e.g. Qualtrics), polls (e.g. Doodle), learning management systems (e.g. Canvas, Canvas Catalogue), and website platforms (e.g. Drupal, WordPress) at an intermediate to advanced level
• Ability to manage video and web conferencing technologies (e.g., Zoom, MS Teams, Go-To-Meeting, Blue Jeans, etc.) proficiently
• Ability to explore, learn, and adopt new applications and digital technologies effectively

---