Co-op Program Assistant

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Program Assistant 2 (Gr5)

Job Title

Co-op Program Assistant

Department

Program Support | Administrative Leadership 2 | Science Co-op Programs | Faculty of Science

Compensation Range

$3,762.00 - $3,955.00 CAD Monthly

Posting End Date

March 26, 2023

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

Job End Date

The Science Co-op team operates with a hybrid work arrangement that offers up to two days a week working from home for those who are interested after their initial training period is completed.

Cover letter is highly preferred.

Organizational Status

Working closely with other Co‐op Program Assistants, provides administrative support to Co‐op Coordinators, reports directly to the Assistant Director, Administration; interacts with Co-op students, faculty and employers; liaises and coordinates activities with other university administrative units.

Work Performed

This position is perfect for someone who enjoys working in a team environment and interacting with students. The position offers a broad range of administrative tasks, and it is suited for someone who takes pride in completing data entry accurately and managing complex schedules.

Responsibilities may include but are not limited to:
Job Posting & Closing:

- Enters Co-op Jobs into a database, verifies and makes decision if the posting meets Co-op requirements, ensuring job is posted for the accurate disciplines and observing relevant deadlines
- Sends job posting confirmation to Co-op employer and determines if the posting need to be shared with other units on campus
- Channels new employers to Coordinators for follow up to ensure they can provide a mentoring and professional work environment for Co-op students

Interview Scheduling:

- Schedules Co-op interviews between employers and students within a short turnaround time, resolves interview scheduling conflicts when arise and handles interview cancellations
- Manages interview rooms on site

Processing Job Offers:

- Forwards time-sensitive job offers to appropriate Coordinators
- Enters student employment information in the Co-op database

Scheduling Co-op Check-in Meetings:

- Manages a high volume of Co-op Check-in Meetings scheduling for Co-op Coordinators each term
- Ensures all appointments are confirmed and collects all necessary information and documents from the students prior to the visit
- Plans the logistics of the travel itinerary, resolving scheduling conflicts

Workshop Curriculum Support:

- Enrolls eligible Co-op students into Co-op workshop modules on Canvas
- Assists Coordinators in uploading workshop content and releasing modules following the workshop timeline and follows up with students for outstanding assignments

Other Program Administrative Duties:

- Provides excellent customer service to students and employers with inquiries about the program. Acts as the first point of contact for the front desk and greet visitors coming to the Co-op office
- Logs work term reports and various work term related forms upon receipt and distributes to assigned technical markers or Coordinators.
- Covers other admin staff who are on leave to ensure smooth operation of the unit

Consequence of Error/Judgement

Poor judgment, errors or delay 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. The incumbent will be ultimately responsible and accountable for all of the functions concerning of the reception area. They will be required to identify problem areas, come up with possible solutions, implement change and evaluate processes. All Science Co‐op employees are required to follow UBC's information security policies and procedures. Failure to do so may result in a serious information security breach, which will cause harm to the University and third parties.

Supervision Received

Works independently with directions from the Co‐op Coordinators and receive supervision from the Assistant Director, Administration.

Supervision Given

Not applicable.

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

At least two years of related office work experience or one year relevant UBC experience

Exceptional communication skills both verbal and written and have excellent customer service skills

Ability to exercise good judgment

Ability to resolve workplace problems, offer solutions and alternatives

Ability to be accountable and responsible for reception and ensure all projects and deadlines are met

Technical proficiency: MS Word, Excel, PowerPoint, e‐mail, Knowledge of databases is an asset.

Ability to handle complex administrative tasks

Ability to

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