Program Assistant
2 weeks ago
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Program Assistant 2 (Gr5)
Job Title
Program Assistant
Department
Co-op Program Support | Co-operative Education Program. Arts
Compensation Range
$4,188.00 - $4,400.00 CAD Monthly
Posting End Date
December 8, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
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 Description Summary
This position supports the daily operations of the Arts Co-operative Education Program, which serves approximately 800+ undergraduate and 200+ graduate students in Arts, and approximately 3000 local, national, and international employers from all sectors of the economy. The position is responsible for coordinating the co-op job cycle and acts as the first point of contact for prospective and current students and employers and assists in administrative duties such as greeting visitors, responding to verbal and written inquiries, and processing employment offers. This position is expected to provide information to the Program’s internal and external stakeholders, particularly students, employers, faculty, parents, and other co-op programs.
Organizational Status
This position reports to the Assistant Director, Systems & Administration. It works in close cooperation with the Associate and Assistant Directors, Co-op Career Educators/Managers, other Program Assistants, and student workers. The position also works closely with employers to support their hiring processes and supports prospective and current students in the Program.
Work Performed
- Office Communication_
- Main staff member at the reception desk
- Forwards appropriate messages/tasks/requests to other staff as appropriate; refers more complex inquiries/issues to M&P staff
- Job Cycle Process_
- Coordinates the job cycle, including overseeing the job deadline distribution to maintain a manageable job closing schedule for students and programs
- Reviews postings to ensures they meet all co-op requirements in terms of job nature, length, salary range, etc.
- Forwards any new employers to Career Educators/Managers or Business Development team for any follow-up
- Liaises with other UBC co-op programs to ensure that job postings are distributed to the appropriate programs
- Ensures information is posted in Symplicity database accurately and in a timely manner; follows special instructions and deadlines as specified by the employers
- Provides technical support to employers should they encounter issues accessing Symplicity or job bundles
- Schedules interviews, tracks and reports on interview activity, and undertakes follow-up with employers
- Coordinates and tracks all co-op job offers and liaises between employers and students during the job offer process. Processes employment offers, and advises students on next steps after they have accepted a job offer
- Tracks and records all student search and work terms (including extensions and self-directed terms) in Symplicity and appropriate spreadsheet
- Assists with overseeing Symplicity, including supporting with assessing the Program’s needs and modifying the database based on these needs
- Documents and updates unit’s job cycle processes
- Reporting_
- Compiles weekly job cycle stats for the Co-op team
- Generates ad hoc reports for Executive Director and Associate Director, Co-op Career Educators/Managers, Business Development staff, and UBC Co-op Council when needed
- Generates work term reports for the Association for Co-operative Education and Work Integrated Learning (ACE-WIL) 3 times per year as well as the Co-operative Education and Work-Integrated Learning Canada (CEWIL) when needed
- Office Administration_
- Provides finance backup support for day-to-day finance-related tasks and forms such as coordinating and submitting expenses to the Arts ASC team, coordinating the payment of workshop fees, and processing paperwork for Arts Co-op awards
- Provides admin support backup such as ordering office supplies, submitting key and access requests, submitting facilities requests when needed
- Performs other duties as required
Consequence of Error/Judgement
Supervision Received
The Program Assistant works independently under the general direction from the Assistant Director, Systems and Administration. They will be required to exercise tact and discretion and be able to interpret and follow Program policies and practices. They will receive specific instructions on unusual problems or on matters that significantly depart from established policies and procedures. They will also receive work from the Associ
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