Senior Program Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title

Senior Program Assistant

Department

Applicant and Student Service | Vancouver Summer Program

Compensation Range

$4, $5,102.00 CAD Monthly

Posting End Date

November 10, 2025

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

Job End Date

Ongoing

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 Vancouver Summer Program (VSP) provides an opportunity for international university students to take courses and participate in social activities on the UBC Vancouver campus in the summer. Each summer, two four‐week sessions are offered and approximately 1,500 to 3,000+ students attend across both sessions. The VSP team works in close collaboration with internal and external stakeholders to deliver the program, including marketing and recruitment, application, admission, payments, placing students in on‐campus accommodations, social programing, and establishing policies and processes.

The Senior Program Assistant works proactively and independently to provide complex coordination in the areas of student admission and registration, onboarding new students, event delivery, administrative support, and minimal reception duties. The Senior Program Assistant is required to develop broad program knowledge as well as the in‐depth knowledge required to respond to complex inquiries escalated by Program Assistants, student staff, and Faculty Coordinators. The incumbent is expected to proactively identify needed improvements and implement changes as required.

Organizational Status

The Senior Program Assistant is a member of the Vancouver Summer Program unit under UBC Extended Learning. The incumbent interacts closely with VSP students and staff on campus and overseas, Faculty Coordinators, staff at other UBC units and other VSP stakeholders, as well as staff from sending universities and their students. This position reports to the Manager, Applicant & Student Services.

Work Performed

APPLICATIONS, REGISTRATION, AND PAYMENT

Collects and coordinates information for course packages from faculties, including packages offered, restrictions, and prerequisites. Edits information and prepares for dissemination as part of program marketing.

Monitors incoming applications and conducts initial eligibility screenings. Supports the Manager, Applicant & Student Services, in liaising with Faculty Coordinators to facilitate faculty approval processes.

Monitors student payments, works with Finance to resolve student issues with payments.

Monitors and follows up on refund requests.

Prepares invoices for institutions sending groups.

In consultation with Manager, Applicant & Student Services, implements systems, tools, and services as needed.

Supports the Manager, Applicant & Student Services in compiling and analyzing data on applicant and participant demographics, sender universities, etc.

STUDENT SERVICES

Gathers information on general teaching space needs from all faculties and works with Enrolments Services on booking of space and resolves conflicts in availability of classroom space for VSP needs.

In consultation with Manager, Applicant & Student Services and UBC IT Services, manages process of issuing CWLs for students.

In consultation with Manager, Applicant & Student Services and UBC Athletics & Recreation, develops process for creation and dissemination of UBC recreation cards.

In consultation with Manager, Applicant & Student Services and external vendors, ensures students and chaperones have appropriate medical coverage for duration of Program.

Disseminates information to students and other stakeholders through appropriate channels, including email, manuals, website, and social media.

Organizes logistics for specific events, such as the welcome event and mini‐grad fair, in venue booking, set up, participation of faculties, and promoting the event to faculties and VSP students.

Supports Manager, Applicant & Student Services in the dissemination and analysis of student evaluations.

Responds to inquiries from students.

Develops templates for standard responses and responds to inquiries that do not have a standard answer.

Troubleshoots and resolves complex student inquiries.

OTHER

Develops, compiles, and edits content for marketing materials. Orders and distributes marketing materials on behalf of the program.

Develops and compiles content, and makes edits to website and other communication channels (ie., Frequently Asked Questions documents).

Configures and maintains systems access and permissions (ie., Workday, VSP Website, Lifelong Learning Information System, Canvas, etc.). Provides user training.

Responds to in‐person, written, telephone and email inquiries with students, faculties, sending institutions , and other stakeholders. Information relayed requires extensive knowledge of our programs and policies and an ability to communicate effectively and accurately.

Assesses programs and services to identify gaps, develop solutions, and implement changes to offerings.

Creates process documentation and reviews regularly for accuracy.

Supports onboarding of new staff by ensuring technology requirements are ordered and set up, training plan is in place and office access has been configured.

Schedules meetings, appointments, or sessions held by program staff.

Supports the development of administrative processes for the unit and ensures adherence to processes.

Supports other faculty partnership programs, including non‐credit programming for adult learners, serving as a central point of coordination across ExL functional teams to ensure the smooth set‐up and delivery of those programs.

Performs administrative duties such as drafting correspondence, preparing meeting minutes, updating manuals, website and outgoing student communications.

Other duties as required.

Consequence of Error

Error will have a strong negative effect on student experience, faculty partnerships and UBC's ability to maintain positive international relationships with VSP sending universities. Incorrect or incomplete information and/or inappropriate communication with UBC departments will significantly damage VSP's ability to meet UBC strategic targets for international engagement and student learning, including potential negative impact on the success of VSP.

Supervision Received

The incumbent reports to the Manager, Applicant & Student Services. Works independently under broad direction. Work is performed within an approved plan. Exercises independent judgement in selecting and interpreting information, and reconciling deviations from standard methods. Expected to take initiative and actively prioritize tasks while utilizing judgement to problem solve solutions to complex problems.

Supervision Given

Formally trains new staff on work procedures and/or oversees work of students and/or temporary staff. Has input into student or staff selection and performance evaluation of student workers. Provides training on procedures, policies, and workflow management to ensure that accuracy and quality are maintained.

Minimum Qualifications

• Minimum two years post‐secondary education and four years related experience or the 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

Ability to communicate in a tactful and sensitive manner.

Ability to adapt to changing priorities and work under pressure in a fast paced and fluid environment.

Ability to work effectively in both a team environment and independently.

Ability to provide quality service to students and faculty in a professional manner.

Exceptional skills required: oral, listening and written communication, judgement, interpersonal skills, cross‐cultural sensitivity, organizational skills, attention to detail, and time management.

Ability to analyze problems, identify key information, and make decisions with minimal oversight.

Ability to work in a manner that fosters cooperation, positive relationships, and consensus building.

Effective customer service skills and student‐centred approach to work.

Technical skills, including Microsoft Suite, report design, student systems.

Position may require minimal travel within the Lower Mainland.

Some weekend and evening work is required.