Program Assistant

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Hourly - Administrative Support 3 (Gr6)Job TitleProgram AssistantDepartmentCommunication Support | Language Sciences InstituteCompensation Range$ $30.76 CAD HourlyPosting End DateDecember 7, 2025

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

Job End Date

June 30, 2026

This is an hourly, part-time, term position with an end date of June 30, 2026.

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 UBC Language Sciences Institute comprises faculty and trainee members from 47 departments on both the UBC Vancouver and Okanagan campuses, as well as 93 affiliate members. Recently named a Global Excellence Research Institute, one of only three at UBC, the Institute aims to catalyze new interdisciplinary research programs around five challenges, engage community and industry partners, share findings to enrich public knowledge, promote equity, diversity and inclusion, become a global leader in language sciences research, and cultivate the next generation of language sciences researchers.  The Language Sciences Institute is overseen by two co-directors and a steering committee from diverse departments across UBC.

Key Institute portfolios and activities include the SSHRC Partnership Grant Ensuring Full Literacy in a Multicultural and Digital World (primarily managed by the SSHRC PG coordinator); the annual LangSci Talks Series and other public events such as LangSci Film Screenings; the Graduate Student and Postdoctoral Fellow Research Day; incoming member funding requests; knowledge mobilization activities such as the book The ABCs of Language Development; and community engagement projects.  In addition, there are regular meetings of the Steering Committee and (eventually) sub-committees, as well as semi-annual member events.

Working under the supervision of the Language Sciences (LangSci) Coordinator, the program assistant will provide administrative and programming assistance for meeting and event planning, perform some day-to-day financial clerical work and data entry, and work with other LangSci staff and the faculty and trainees on the steering committee to support various projects and programming. In addition, the program assistant will also assist another research cluster based in Psychology, the Women's Health Research Cluster, with some day-to-day financial clerical work and data entry, estimated at about 3 – 4 hours per week.

Language Sciences values a diverse range of skills and backgrounds, and will look for opportunities for the incumbent to support projects relevant to their professional background and future goals.  This is an excellent opportunity for a highly organized and motivated candidate with an interest in language and/or related fields who is looking for early experience in community engaged research, communication and knowledge mobilization, fundraising and development, academic/industry partnerships, or higher education administration.

Organizational Status
The position reports directly to the Language Sciences Coordinator, and works closely with the Communications Specialist, as well as other faculty, students, and staff associated with the Institute.

Work Performed
Event Planning and Support

- Assisting with event planning for the LangSci Talks Series, Grad/Postdoc Research Day, semi-annual member events, and other workshops and symposia (setting up event registration surveys and tracking attendance lists, booking event space, ordering catering), in line with University finance guidelines.

- Assisting in setting itineraries for guest speakers and other visitors to campus.

- Ordering and organizing office supplies as needed.

Administration

- Submitting invoices and requests for reimbursement (collecting receipts and contact information for guest speakers and others making purchases related to LangSci functions).

- Assisting in scheduling meetings for the co-directors, Steering Committee and sub-committees, and International Academic Advisory Board (determining attendees' availability, assisting Coordinator in preparing and distributing meeting agendas and supporting documents, booking meeting rooms, drafting/tracking invitations, ordering catering).

- Taking meeting notes during Steering Committee meetings; distributing notes with Coordinator and co-directors; and circulating notes in a timely fashion after meetings.

- Assists Communication Specialist with routine website updates for both the LangSci website and SSHRC Partnership Grant website (including adding new member profiles to the website).

- Assist in maintaining the spreadsheet of members and uses it to provide statistics about LangSci members (including departments and faculties).

- Contribute to the development of annual reports for governance committees, members, and donors, in particular collecting and curating information on Institute and member activities over the course of the year.

- Assist in drafting announcements for talks, workshops, symposia, and other events for distribution through the newsletter and member mailing lists.

Member Projects

- Compiling member funding requests for review committee.

- Where needed, providing event planning assistance and on-site support for member-led events.

ABCs of Language Development

- Provides prospective buyers with information on the book.

- Works with the printer and warehouse to monitor stock levels.

- Tracks monthly revenue from books.

- Assists Coordinator and Communications Specialist with ordering future print-runs and planning for distribution.

Trainee opportunities

- Assisting the LangSci Coordinator and steering committee members in organizing workshop series for LangSci trainees, including: scheduling guest speakers, distributing workshop materials, tracking event registration, booking space and ordering catering, room set-up and clean-up, and distributing follow-up materials.

- Supporting the Graduate Student / Postdoctoral Fellow Research Day: assisting steering committee members and the LangSci Coordinator with setting a date, drafting the call for abstracts, coordinating peer- and faculty- abstract reviewers, organizing incoming abstracts for distribution to reviewers, booking an event venue, supporting hybrid presentation and attendance logistics, ordering catering, tracking registration, and supporting the communications specialist in preparing event reminders, compiling the event program, and collecting and organizing presenters' private information releases and photo consent forms.

Living Language Course and Undergraduate Curriculum

- Supporting the Coordinator, Co-Directors, Steering Committee members, and course instructors in the expansion of the Living Language course:  scheduling meetings with relevant Associate Deans and working groups, and taking notes.

Women's Health Research Cluster Support

- Submitting invoices, receipts, and reimbursement requests to the Psychology finance team; tracking cluster expenditures; and assisting the Women's Health Research Cluster Director of Operations & Strategic Initiatives in preparing quarterly financial reports.

Consequence of Error/Judgement
The incumbent is expected to exercise independent judgment in establishing priorities and completing tasks in a timely manner, with close attention to detail.  Consequence of error is moderate. Errors in judgement and communication may lead to inefficiency of operation, unmet deadlines and loss of valuable time and opportunities for faculty and students, as well as potentially reflecting poorly on the reputation and credibility of LangSci and the University.

Supervision Received
Works under the direct supervision of the Language Sciences Coordinator.  May also receive instructions from the Language Sciences Communication Specialist and SSHRC Partnership Grant Coordinator.

Supervision Given
May occasionally assign and oversee work of student workers.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, 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

Undergraduate degree in a relevant discipline. Excellent interpersonal and organizational skills. Ability to communicate effectively verbally and in writing. Cultural competency and sensitivity in working with members, trainees, and community partners of diverse abilities and backgrounds. Ability to accurately process requisitions and other financial forms within required timelines. Ability to analyze and reconcile payments, accounts, and monthly ledgers. Highly organized with the ability to prioritize and work effectively under pressure to meet deadlines. Proven ability to work well independently and in a team environment. Ability to effectively liaise with faculty and research organizations across campus. Ability to exercise tact and discretion. Ability to follow and record committee discussions that may involve field-specific terminology. Ability to understand and apply policies, procedures, and instructions. Ability to effectively market and promote interdisciplinary teaching and faculty research. Ability to maintain accuracy and attention to detail. Ability to effectively use office software at an intermediate level e.g., Outlook, MS Word, MS Excel. Ability to effectively maintain and modify websites. Willingness to work flexible hours when campus events demand the need, and to participate in off-campus events as necessary.  Experience with Adobe Creative Suite an asset. Bi- or multilingualism an asset.

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