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Program Assistant

2 months ago

Vancouver, British Columbia, Canada UBC Full time
Staff - 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, 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 Summary
Responsible for assisting with the marketing, coordinating and developing of related engineering placement programs to local, national and international employers and professional associations for the Applied Science Co-op Program. Responsible for the coordination of co-op career advisor work term check-ins; organization of student/industry events; Applied Science co-op student interview coordination; and, posting of Applied Science co-op job opportunities. Responsible for assisting in the production of branding materials. Work closely and collaboratively with other Program Assistants.

Organizational Status
Reports to the Senior Manager, Administration of the Co-operative Education Engineering Program. Works in close co-operation with Co-op Coordinators, and employers to determine effectiveness of program in meeting stakeholder requirements. Works with employers to market, develop, maintain and monitor academic related work placements.

Work Performed

  • Researches and identifies potential employers in national and international industry, government agencies (municipal, provincial and federal) and institutions who would benefit from involvement with UBC Applied Science Co-op programs.
  • Collaborates in the development of academic-related Engineering co-op work placements through assessment of technical engineering job requirements, engineering discipline, and academic level of placement.
  • Promoting the Applied Science Co-op Program and explaining our program and processes to employers via telephone, email, and video call meetings
  • Sourcing and securing job opportunities from prospective and existing employers through outreach strategies such as direct email, video call, and email campaigns
  • Strategic outreach to target employers of interest via email, phone, or video call
  • Ensuring the Applied Science Co-op Program is informed of all provincial and federal funding updates; streamline updates and communications to employers on how best to utilize the funds to hire a co-op student
  • Organization and execution of ongoing mass email communications
  • Sourcing relevant job opportunities using various online resources and assessing its suitability for the Applied Science Co-op program
  • Accurately maintaining records of contacts and communication histories in internal databases
  • Generating reports and completing job posting, interview and hiring follow ups, and status updates
  • Assists in the preparation and scheduling of pre-employment training programs facilitated by the Co-op Career Advisors.
  • Coordinates co-op career advisor on-site, online and telephone work term check-ins.
  • Assist in the production of branding materials (in print, online, social media).
  • Assists with the organization, booking and scheduling of student interviews with industry.
  • Assists with the posting of Applied Science co-op positions.
  • Coordinates student/industry events and receptions.
  • Assists in Student Recruitment activities - application qualification review, communication, update student info on database etc.)
  • Other administrative tasks related to the position

Consequence of Error/Judgement
Failure to adequately assess employers could result in students being placed in inappropriate work environments. Failure to apply policies and procedures established by the Ministry of Skills, Training and Labour could result in loss of accreditation and/or financial support. Poor judgment, errors or lateness in project deliverables has a significant impact on the program and may lead to loss of student jobs, potential financial support and the reputation and professionalism of the Co-op Office. He/she/They will be required to identify problem areas, come up with possible solutions, implement change and evaluate processes.

Supervision Received
The Program Assistant works under the direction and management of the Senior Manager, Administration and Director. He/she/They will work independently with minimal supervision and will be required to exercise tact and discretion. He/she/They will receive specific instructions only on unusual problems or on matters that depart radically from established policy and procedures. He/she/They will also work in cooperation with the Co-op Career Advisors.

Supervision Given
N/A

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

  • Related Co-op or marketing experience preferred.
  • Experience or knowledge of engineering an asset
  • Business development or sales experience an asset.
  • Ability to effectively market, promote program and services to employers an asset.
  • Proficiently use Outlook, MS Word, MS Excel, MS PowerPoint at an intermediate level.
  • Ability to effectively use Adobe InDesign at a basic level.
  • Have excellent phone/online manners and is enthusiastic, proactive, and motivated in working with employers.
  • Ability to prioritize and work effectively under pressure to meet deadlines.
  • Ability to be accountable and responsible and ensure all projects and deadlines are met
  • Ability to be thorough, accurate, and have a high level of attention to detail.
  • Ability to accurately maintain appointment calendars, and schedule appropriate appointments.
  • Ability to efficiently and effectively manage and coordinate multiple tasks and priorities
  • Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.
  • Ability to communicate effectively verbally and in writing.
  • Possess good email management skills.
  • Ability to provide excellent quality customer service in a courteous, patient manner.
  • Ability to work effectively independently and collaboratively in a team environment.
  • Ability to develop and maintain cooperative and productive working relationships.
  • Ability to listen actively and attentively, and obtain clarification as required.
  • Ability to resolve workplace problems, offer solutions and alternatives in a positive way
  • Ability to be communicate effectively, empathize with others, overcome challenges and defuse conflict
  • Ability to exercise tact and discretion.
  • Critical Thinking
  • Possess good interpersonal skills
  • Ability to exercise flexibility
  • Ability to comprehend quickly
  • Willingness to learn new programs and technologies