Program Assistant, International Student Development

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Student Info Support 3b (Gr6)

Job Title

Program Assistant, International Student Development

Department

Global Campus Initiatives | International Student Development | Student Affairs

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

February 3, 2025

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
The Program Assistant will provide clerical and administrative support to the International Student Development (ISD) staff team, an administrative department within Student Affairs, at UBC-V. Specifically, the incumbent is responsible for assisting with the administration of the Mastercard Foundation Scholars Program, World University Services of Canada (WUSC) scholarship program and the Global Lounge.

Organizational Status
The Mastercard Foundation Scholars Program provides young people from Africa with access to quality and relevant university education at UBC and the Program Assistant will be responsible for providing support to many aspects of the program including graduate admissions processes; reporting; event logistics; data gathering/analysis; and other administrative tasks that ensure the effective and smooth running of the program. The WUSC scholars program provides displaced and/or refugee youths with access to high-quality education at UBC through permanent resident sponsorship to Canada. As well, the Program Assistant will perform activities required to support the programs delivered by the Global Lounge, a place-based, programming hub overseen by ISD. International Student Development (ISD) helps create conditions for international and refugee students at UBC-V to thrive and facilitates global learning on campus for all students.

Work Performed
- Student Support and Engagement_
- As a point of contact for students, faculty and staff seeking information about ISD programs at UBC, provides general information and advice (as appropriate). Receiving inquiries with empathy, sensitivity and knowledgably assists with providing information or referral to appropriate campus support.
- Provides input into the Mastercard Foundation Scholars Program graduate admissions and arrival policies; develops, maps and implements, in coordination with Program Director, and the Program Manager administrative procedures.
- Composes professional correspondence and initiates replies with students, faculty and staff on moderately complex matters, including but not limited to, communicating and supporting participants with pre-arrival preparations, transitional supports, managing advanced funding, and receipt reporting procedures. Carefully identifies the nature of the presented concerns and formulates responses based on knowledge programs and departmental practices and interpretation of policies and guidelines.
- Communicate regularly with faculty-based admissions staff to ensure communication with each applicant is tracked and coordinated.
- Communicate with UBC academic program staff to arrange flights for students traveling to and from UBC, including initial arrival, conferences, internships, and returning home, with approval of program staff.
- Maintain confidentiality of student data according to established policies and protocols.
- Communication and Administrative Support_
- Ensure procedure documents are up-to-date and track routine procedures in writing as necessary. Assists in data gathering, tracking and consolidation to support the creation and development of program reports.
- Provide logístical support for programs, student meetings, and other events.
- Support Work Learn hiring processes.
- Support the administration of programs including the Global Fund, World’s Challenge, Social Entrepreneurship Fund, and other programs.
- Coordinate the Global Lounge booking system and correspond with booking parties.
- Assist with the maintenance of websites and social media accounts, including, but not limited to, updating student profiles, adding information about events, uploading pictures or graphics, and ensuring that links and information are current.
- Prepare written materials for external communications and websites as needed.
- Provide clerical support including, but not limited to, scheduling, note taking and minutes, data entry, file management, mail merges, registration processing, purchasing, expense submission etc.
- Works sensitively with individual circumstances and communicate effectively and empathetically with a highly diverse population. Works effectively with speakers of English