Program Assistant - Vancouver, Canada - University of British Columbia
Description
Staff - UnionJob Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Program Assistant 2 (Gr5)
Job Title
Program Assistant
Department
Program Support | Administrative Leadership 2 | Science Co-op Programs | Faculty of Science
Compensation Range
$4, $4,400.00 CAD Monthly
Posting End Date
March 28, 2024
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.
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 Science Co-op Program assists qualified Science students every year in securing work placements with Canadian and international employers as part of their education experience.
The Science Co-op Program offers a supportive and positive work culture, and this position is part of a dedicated team that is passionate about student success.
The incumbent will be responsible for providing program administrative duties such as handling student and employer inquiries, performing data entry of job postings & student work term employment details, scheduling co‐op interviews & site visits and other related tasks.
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.
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 Coop Jobs into a database, verifies and makes decision if the posting meets Coop requirements, ensuring job is posted for the accurate disciplines and observing relevant deadlines
- Sends job posting confirmation to Coop 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 Coop students
Interview Scheduling:
- Schedules Coop 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 timesensitive job offers to appropriate Coordinators
- Enters student employment information in the Coop database
Scheduling Co-op Check-In Meetings:
- Manages a high volume of Coop checkin meetings scheduling for Coop Coordinators each term
- Ensures all appointments are confirmed and collects all necessary information and documents from the students prior to the meeting
- Plans the logistics of the travel itinerary, resolving scheduling conflicts
- Enrolls eligible Coop students into Coop 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 Coop 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
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.
Failure to do so may result in a serious information security breach, which will cause harm to the University and third parties.
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