![UBC](https://www.energyjobline.com/sites/default/files/styles/squared_logo/public/job-logo/get-logo.php__312744.png?itok=tLK5MbQl)
Programs and Events Assistant
2 months ago
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Aug 4, 2026At 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.
We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.
Overview
The School of Public Policy and Global Affairs (SPPGA) has a vision to build an equitable, just, and sustainable world, and a mission to catalyze positive policy change through a global focus. The School is home to the Liu Institute for Global Issues (Liu), the Centre for the Study of Democratic Institutions (CSDI), the Office of Regional and International Community Engagement (ORICE), and the Institute of Asian Research (IAR) which includes 5 distinct research centres focusing on Southeast Asia, India and South Asia, China, Korea, and Japan. With a university-wide mandate, and many faculty jointly appointed with other units across campus, the school offers a wide range of interdisciplinary programming for students at all levels, faculty, staff, and the community to engage in.
SPPGA's flagship academic program, the Master of Public Policy and Global Affairs (MPPGA), is a rigorous professional global public policy program with three different specialisations drawing from multiple disciplines. The MPPGA and specialized programs run by the school operate within a highly competitive international market, competing for top Canadian and international students against highly-ranked global schools. This competitive environment, combined with high student expectations, demands the highest service levels. The program offers an exceptional opportunity for students to examine complex political, socioeconomic, environmental and cultural issues from a global perspective while taking into account important regional and local dynamics. Academic work is complemented by a suite of supports for early and mid-career professionals such as career advising, work-integrated learning, skill development workshops, and networking opportunities to ready them for the next step in their careers as global change makers.
SPPGA also facilitates a number of undergraduate courses (PPGA) led by its Office of Regional and International Community Engagement (ORICE). These courses are experiential in nature and offered on a variety of topics pertaining to global community development and other topics related to public policy and global affairs.
Job Summary
This position is responsible for consistently delivering exceptional support to MPPGA and SPPGA events including logistics planning and execution. Events range from small student events to large-scale, school-wide events. It also provides front-line assistance to prospective, incoming, and current students as well as communications and administrative support and coordination for all SPPGA academic programs.
Organizational Status
Reports to the Academic Programs Manager and receives direction from the Career and Employer Relations Manager and the Events and Program Development Manager. Works under the general guidance of the Graduate Program Director. Interacts and collaborates frequently with SPPGA faculty, staff, and students. Communicates and coordinates regularly with staff from other departments and units across campus.
Work Performed
Event Support and Coordination
- Books venues and coordinates with external vendors and authorities, including caterers, AV/tech, liquor license approval, and other event services (tent rental, decorations, etc.).
- Coordinates and books guest speaker travel and accommodation as needed.
- Sets up event registration forms.
- Collates and organizes presentation, workshop, and other event materials.
- Executes day-of event set-up and take down including room set-up and take-down.
- Manages day-of event check-in and monitors room capacity.
- Provides technical support for events (in-person, virtual, and hybrid) including audio and microphone set up and support; laptop and projector setup.
- Communicates and coordinates event logistics with event organizers, speakers, partners and attendees as needed.
- Coordinates the collection of event feedback through survey programming and other methods.
- Monitors furniture, equipment, technology, and supply needs and communicates gaps to the HR and Facilities Assistant.
- Assist Events & Program Development Manager, in researching, developing, and updating event planning resources and templates to align with best practices and to ensure events are accessible and inclusive.
- Maintains and updates SPPGA Events Calendar including liaising with SPPGA units and teams to ensure calendar is up to date, minimizing conflicts.
- Monitors and coordinates the distribution of, and response to, all email inquiries sent to the SPPGA inbox. Escalates more complex inquires to the appropriate staff member
- Research and identify relevant community engagement opportunities and events for SPPGA students, as well as the School overall to participate in.
Academic Programs Support
- Acts as front-line reception for SPPGA academic programs, responding to in-person and telephone inquiries from current and prospective students.
- Monitors and coordinates the distribution of, and response to, all email inquiries sent to the MPPGA program inbox. Escalates more complex inquires to the appropriate staff member
- Composes routine correspondence and prepares written responses and student letters for review and signature.
- Liaises with prospective students and advises them on issues such as requirements for admission and course registration. Makes appropriate cross-campus referrals for applicants with questions regarding student housing, financial planning, immigration requirements, and employment authorization.
- Regularly communicates events, job opportunities, scholarships, program and policy updates, and other important information to current students.
- Adjusts communications content and processes based on feedback from students, the Student Academic Services team, and other SPPGA committees and staff.
- Makes routine updates to the MPPGA student portal and coordinates with the SPPGA Communications team when updates are required on the academic programs portion of the SPPGA website.
- Updates and distributes sessional onboarding guide under direction from the Program Director.
- Explores new ways of communicating with students and as appropriate, makes recommendations to the broader program team.
- Provides clerical support for organizing and tracking various student support activities.
- Maintains and updates program, student, and alumni tracking files including updating personal information, student progress, job status, global policy project reports, etc.
- Generates reports based on tracking files requiring the manipulation of the data for accurate results.
- Assists with processing of admission files.
- Shares insights on possible gaps in services/resources with the MPPGA program team.
- Assists with the identification of multi-unit and cross-campus opportunities for resource sharing, partnership & engagement possibilities.
- Coordinates the collection of program feedback through survey programming and other methods.
- Organizes and updates program and student services support materials as directed.
- Conducts research on best practices in student services, new program development, and program comparators as directed.
- Provides support to the Student Academic Services team on the curriculum development and consultation processes.
Technology Support
- Provides training on tech/AV in School spaces to faculty, teaching assistants, students, and staff.
- Provides technology support to SPPGA/MPPGA events in portfolio
- Supports the Global Policy Project Advisor with technology set-up for GP Squared including student team email set-up and access.
General Administration
- Holds, utilizes, administers and reconciles a SPPGA credit card. Uses this card for purchases including SPPGA materials, staff and student travel, MPPGA Student Association purchases, catering and more.
- Coordinates payment of expenses including the processing of invoices and reimbursements with the Arts Service Centre and updates budget managers on expenditures.
- Performs general administrative tasks, including committee support, meeting scheduling, agenda collection and note taking.
- Responds to faculty inquiries and requests for support, redirecting requests as appropriate.
- Provides course-related support for new curriculum initiatives with applied and/or experiential learning components.
- Assists with data collection for reports and presentations.
- Updates policies and procedures documents
- Provides support for coordinating student travel plans and registration with UBC Safety Abroad.
- Provides back-up support to the MPPGA Program Coordinator as required, including but not limited to front-line assistance and communications to prospective, incoming and current students.
- May collaborate with the Graduate Program Director on special projects.
Consequence of Error/Judgement
This position plays a key role in the creation of an outstanding learning experience and has a direct impact on the quality of the programs, services and events offered in SPPGA. The incumbent will be required to tactfully manage interactions with current and prospective students and undertake event coordination. This will require sound judgement and thorough knowledge of the program's guidelines, procedures and regulations and the ability to interpret and apply them. All information must be accurate and provided in a respectful, timely and supportive manner.
Failure to provide services that meet these standards and poor event support could have a negative impact on the student experience, the reputation of the program, and the University more broadly.
Supervision Received
Reports to the Academic Programs Manager and receives direction from the Events and Program Development Manager and the Career and Employer Relations Manager on a project basis. Works under the general guidance of the Graduate Director. Works independently under minimal supervision.
Supervision Given
None
Minimum Qualifications
High School graduation, plus one year of related training, plus two 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
- Undergraduate degree in a relevant discipline.
- Knowledge of student affairs including issues of equity, diversity, and inclusion.
- Knowledge of and experience implementing best practices in event management.
- Experience, knowledge of, or exposure to a policy or global affairs environment considered an asset.
- Ability to take initiative, self-direct, and show a strong sense of integrity, professional maturity, and commitment to working as part of a collective.
- Ability to exercise judgement under pressure and demonstrate initiative, problem solving, and resourcefulness in handling matters of a complex and non-routine nature.
- Ability to handle a wide variety of tasks and establish priorities, organizing workload for timely and effective delivery of services while maintaining a high level of accuracy and attention to detail.
- Collaborative approach to work; enjoys being part of a team environment.
- Experience with entering, manipulating and summarizing data with a high level of accuracy.
- Computer skills including Microsoft Word, Excel, Power Point, Outlook, Wordpress, Zoom. Skills in In-Design, Photoshop or Adobe Acrobat also an asset,
- Comfort in learning and using new technology, apps, and tools.
- Experience providing administrative, clerical and event support to a team in a professional or educational setting.
- Professional, personable, and empathetic oral, written, and interpersonal communication skills
- Proficiency in English reading, writing, speaking, and listening
- Demonstrated cross-cultural sensitivity and ability to work with a diversity of people in a calm, courteous, and professional manner with tact and diplomacy.
- Ability to exercise a high level of discretion when working with information of a confidential and/or sensitive nature.
- Ability to remain calm under pressure.
- Ability to accurately interpret information and make decisions within established UBC and SPPGA guidelines and regulations.
- Ability to lift at least 20lbs and move tables and chairs
- Ability to work flexible hours including evenings and weekends and occasional overtime.
-
Marketing and Events Associate
3 weeks ago
Vancouver, British Columbia, Canada Malibu Events Promotions Full timePosition Overview: We are looking for a motivated and dynamic Junior Marketing & Events Coordinator to become a part of our expanding team at Malibu Events Promotions. This position is ideal for individuals who are eager to develop their skills, excel in a lively atmosphere, and are enthusiastic about the prospect of traveling and advancing within the...
-
Entry Level Marketing
6 days ago
Vancouver, British Columbia, British Columbia, Canada Malibu Events Promotions Full timePosition Overview: We are seeking a passionate and enthusiastic Entry Level Marketing & Events Assistant to join our growing team. This role is perfect for someone who is eager to learn, thrives in a fast-paced environment, and is excited about the opportunity to travel and grow with the company.Key Responsibilities:Assist in the planning and execution of...
-
Junior Marketing and Events Coordinator
3 weeks ago
Vancouver, British Columbia, Canada Malibu Events Promotions Full timePosition Overview: We are looking for a motivated and enthusiastic Junior Marketing and Events Coordinator to become a part of our dynamic team at Malibu Events Promotions. This position is ideal for individuals who are keen to learn, excel in a vibrant atmosphere, and are eager to explore travel opportunities while advancing their career.Key...
-
Program Assistant
3 weeks ago
Vancouver, British Columbia, Canada UBC Full timeStaff - 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, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateCandidates must include a cover...
-
Event Operations Assistant
15 hours ago
Vancouver, British Columbia, Canada Vancouver Full timeJob SummaryWe are seeking a highly motivated and detail-oriented Event Housekeeper to join our team at Rogers Arena in downtown Vancouver. As an Event Housekeeper, you will play a critical role in ensuring the cleanliness and safety of our venue during events.Key ResponsibilitiesMaintain the cleanliness and safety of seating and public areas throughout...
-
Event Coordination Assistant
3 weeks ago
Vancouver, British Columbia, Canada Simon Fraser University Full timeUnion/Affiliation: C.U.P.E. Local 3338 Pay Range: $27.08 hourly plus 14% in lieu of benefits Department Overview: Meeting, Event & Conference Services Position Grade: 6 Number of Openings: 14 Biweekly Hours: Up to 40 hours About Us Simon Fraser University stands as a premier research institution dedicated to fostering an inclusive and sustainable future. Our...
-
Event Coordination Assistant
3 weeks ago
Vancouver, British Columbia, Canada Simon Fraser University Full timeAbout UsSimon Fraser University stands as a premier research institution dedicated to fostering an inclusive and sustainable future. Our mission is to create and connect knowledge, learning, and community, aiming for profound understanding and impactful outcomes. We prioritize excellence, innovation, belonging, and community in all our endeavors.The VPFA...
-
Marketing and Events Assistant
10 hours ago
Vancouver, British Columbia, Canada Vancouver Film School Full timeAbout the RoleVancouver Film School is seeking a highly motivated and organized Marketing and Events Assistant to join our team. As a key member of our Marketing and Events team, you will play a crucial role in supporting the planning and execution of events, campaigns, and marketing materials that showcase our world-class educational programs.Key...
-
Event Coordination Assistant
3 weeks ago
Vancouver, British Columbia, Canada Simon Fraser University Full timeUnion/Affiliation: C.U.P.E. Local 3338 Pay Range: $27.08 hourly plus 14% in lieu of benefits Department Overview: Meeting, Event & Conference Services Position Grade: 6 Number of Openings: 14 Biweekly Hours: Up to 40 hours About Us Simon Fraser University stands as a premier research institution dedicated to fostering an inclusive and sustainable future. Our...
-
Event Coordination Assistant
3 weeks ago
Vancouver, British Columbia, Canada Simon Fraser University Full timeAbout UsSimon Fraser University stands as a prominent research institution dedicated to fostering an inclusive and sustainable future. Our mission is to cultivate and connect knowledge, learning, and community, aiming for profound understanding and impactful contributions. We are devoted to nurturing excellence, innovation, belonging, and community in all...
-
Event Coordination Assistant
3 weeks ago
Vancouver, British Columbia, Canada Simon Fraser University Full timeUnion/Affiliation: C.U.P.E. Local 3338 Pay Range: $27.08 hourly plus 14% in lieu of benefits Department Description: Meeting, Event & Conference Services Position Grade: 6 Number of Openings: 14 Biweekly Hours: up to 40 hours About Us Simon Fraser University stands as a premier research institution dedicated to fostering an inclusive and sustainable future....
-
Event Coordination Assistant
3 weeks ago
Vancouver, British Columbia, Canada Fresh Form Draft Full timeJob Title: Event AssistantLocation: Vancouver, BCDepartment: Events and MarketingReports to: Event ManagerJob Type: Full-TimeWe are looking for a proactive and detail-oriented Entry-Level Event Assistant to join our vibrant events team at Fresh Form Draft. This role is perfect for individuals eager to embark on a career in event management, offering the...
-
Conference Program Manager, BUILDEX Events
2 days ago
Vancouver, British Columbia, Canada Informa Connect Full timeCompany DescriptionWe're part of Informa, a global business with a network of trusted brands in specialist markets across more than 30 countries, and a member of the FTSE 100.Our purpose is to connect our customers to information and people that help them know more, do more and be more. No other company in the world helps more people share professional...
-
Program Assistant III
2 days ago
Vancouver, British Columbia, Canada City of Vancouver Full timeProgram Assistant III Join our team at the City of Vancouver, a leader in sustainability, reconciliation, and equity, as a Program Assistant III. This role is ideal for individuals with recreation-related experience seeking a new challenge in a fast-paced community centre. Main Purpose & Function Working closely with the Recreation Programmer II, the Program...
-
Conference Program Manager, BUILDEX Events
13 hours ago
Vancouver, British Columbia, Canada Informa PLC Full timeJob SummaryWe are seeking a highly skilled Conference Program Manager to join our team at Informa PLC. As a key member of our Buildings & Construction Group, you will be responsible for researching, writing, and delivering high-quality educational conference programs for BUILDEX events.Key ResponsibilitiesDevelop and implement conference agendas using...
-
Program Assistant
4 weeks ago
Vancouver, British Columbia, Canada UBC Full timeStaff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)Job TitleProgram AssistantDepartmentAdministrative Support | Engineering Co-op Program | Faculty of Applied ScienceCompensation Range$4, $5,102.00 CAD MonthlyPosting End DateAugust 22, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job...
-
Program Assistant III
2 days ago
Vancouver, British Columbia, Canada City of Vancouver Full timeProgram Assistant IIIRequisition ID: 42150 OrganizationLocated on the traditional, ancestral and unceded lands of the xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world's most liveable cities...
-
Program Assistant III
2 days ago
Vancouver, British Columbia, Canada City of Vancouver Full timeRequisition ID: 42150 OrganizationLocated on the traditional, ancestral and unceded lands of the xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world's most liveable cities and is working towards...
-
Senior Program Assistant, Bpsc Program
4 weeks ago
Vancouver, British Columbia, Canada UBC Full timeStaff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)Job TitleSenior Program Assistant, BPSc ProgramDepartmentBachelor of Pharmaceutical Sciences Support | Faculty of Pharmaceutical SciencesCompensation Range$4, $5,102.00 CAD MonthlyPosting End DateAugust 22, 2024Note: Applications will be accepted until 11:59 PM on the...
-
Cms Program and Admin Assistant
1 month ago
Vancouver, British Columbia, Canada UBC Full timeStaff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 3 (Gr6)Job TitleCMS Program and Admin AssistantDepartmentStudent Support | Centre for Migration StudiesCompensation Range$4, $4,676.00 CAD MonthlyPosting End DateAugust 15, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateFeb 28,...