Program Assistant
About The Position
This position supports the daily operations of the Work Integrated Education and Student Engagement team that includes the Arts Co-operative Education Program, which serves approximately 800+ undergraduate and 200+ graduate students and engages with 3,000+ local, national, and international employers across all sectors. It also supports the Arts Student Engagement team, which oversees orientation and leadership programming for 3,500+ new undergraduate Arts students annually, and the UBC Arts Compass Student Engagement hub, a curated set of co-curricular resources and programs to help students navigate their UBC degrees with confidence. The role provides comprehensive administrative, financial, HR, and job cycle support, including coordination of the co-op recruitment cycle and acting as a primary point of contact for students, employers, and stakeholders. The position plays a central role in coordinating job postings, applications, and hiring processes.
Requirements
- High School graduation, plus one year of post-secondary education, plus three 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.
Nice To Haves
- Experience in Arts Education and/or Co-operative Education.
- Advanced proficiency in MS Office (Outlook, Excel, Word, PowerPoint, Teams, OneNote).
- Advanced proficiency in systems such as Symplicity, Workday, Canvas.
- Strong attention to detail and accuracy.
- Strong organizational and time management skills.
- Strong communication and interpersonal abilities.
- Ability to work independently and collaboratively.
- Ability to manage multiple priorities under tight deadlines.
- Ability to provide excellent customer service.
- Ability to maintain accurate records and resolve routine issues.
Responsibilities
- Serve as the primary contact at reception, main email account, and phone line.
- Respond to inquiries regarding Work Integrated Learning and Student Engagement programs, job postings, timelines, and eligibility.
- Provide information to students, employers, and other external partners.
- Redirect complex issues to appropriate staff.
- Maintain professional, high-quality customer service.
- Coordinate the full recruitment cycle, including managing job posting timelines and deadlines, reviewing job postings for compliance, posting positions in Symplicity database accurately and on time, liaising with Business Development team, employers, and UBC co-op programs to distribute opportunities, reviewing student applications and following up on incomplete submissions, providing technical support to employers using recruitment systems, assisting in scheduling interviews and tracking outcomes, coordinating job offers and advising students on next steps, tracking student search/work terms, extensions, and other placements, and maintaining documentation and continuously improving job cycle processes.
- Assist in coordinating the co-op intake/admissions process.
- Respond to prospective student inquiries and assess eligibility.
- Create standard communications (e.g., confirmation letters).
- Support workshops, events, and conferences.
- Maintain administrative procedures and documentation.
- Order supplies as needed.
- Coordinate student registration and co-op course/grade entry.
- Troubleshoot registration and academic record issues.
- Support Canvas course setup for work/search terms.
- Verify co-op designation for graduating students.
- Generate reports and statistics.
- Assist with database management (Symplicity and Workday).
- Compile weekly job cycle statistics and monthly student activity reports.
- Produce reports for leadership, program staff, and external bodies (e.g., CEWIL, ACE-WIL).
- Track key performance indicators and student success metrics.
- Ensure data accuracy and completeness.
- Track, reconcile, and submit expenses through Workday.
- Manage corporate credit card reconciliation.
- Reconcile ledgers and investigate discrepancies.
- Administer awards and financial transfers.
- Process student appointments.
- Generate payroll and expense reports.
- Provide backup support for other Program Assistant task and responsibilities not currently leading.
- Assist with records management and mass communications.
- Support process improvements and documentation.
- Perform other related duties as required.
- Provide guidance to student staff (1–2) as needed.
- Assist in training new or temporary employees.
- Support onboarding in systems and procedures.
Benefits
- UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
