Programs and Events Assistant

University of British Columbia•Vancouver, BC

1d•CA$4,208 - CA$4,316•Onsite

About The Position

The School of Public Policy and Global Affairs (SPPGA) is seeking a Programs and Events Assistant to provide exceptional support for MPPGA and SPPGA events, ranging from small student gatherings to large-scale school-wide functions. This role also involves front-line assistance to prospective, incoming, and current students, along with communications and administrative support for all SPPGA academic programs. The SPPGA aims to build an equitable, just, and sustainable world through positive policy change with a global focus. It houses several institutes and research centers, offering interdisciplinary programming for students, faculty, staff, and the community. The MPPGA program is a rigorous professional global public policy program designed to prepare students for careers as global change makers, complemented by career advising, work-integrated learning, skill development workshops, and networking opportunities. The school also facilitates experiential undergraduate courses through its Office of Regional and International Community Engagement (ORICE).

Requirements

High School graduation, plus one year of related training, plus two 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.
Ability to lift at least 20lbs and move tables and chairs.
Ability to work flexible hours including evenings and weekends and occasional overtime.
Proficiency in English reading, writing, speaking, and listening.
Demonstrated cross-cultural sensitivity and ability to work with a diversity of people in a calm, courteous, and professional manner with tact and diplomacy.
Ability to exercise a high level of discretion when working with information of a confidential and/or sensitive nature.
Ability to remain calm under pressure.
Ability to accurately interpret information and make decisions within established UBC and SPPGA guidelines and regulations.

Nice To Haves

Undergraduate degree in a relevant discipline.
Knowledge of student affairs including issues of equity, diversity, and inclusion.
Knowledge of and experience implementing best practices in event management.
Experience, knowledge of, or exposure to a policy or global affairs environment considered an asset.
Ability to take initiative, self-direct, and show a strong sense of integrity, professional maturity, and commitment to working as part of a collective.
Ability to exercise judgement under pressure and demonstrate initiative, problem solving, and resourcefulness in handling matters of a complex and non-routine nature.
Ability to handle a wide variety of tasks and establish priorities, organizing workload for timely and effective delivery of services while maintaining a high level of accuracy and attention to detail.
Collaborative approach to work; enjoys being part of a team environment.
Experience with entering, manipulating and summarizing data with a high level of accuracy.
Computer skills including Microsoft Word, Excel, Power Point, Outlook, Wordpress, Zoom.
Skills in In-Design, Photoshop or Adobe Acrobat also an asset.
Comfort in learning and using new technology, apps, and tools.
Experience providing administrative, clerical and event support to a team in a professional or educational setting.
Professional, personable, and empathetic oral, written, and interpersonal communication skills.

Responsibilities

Book venues and coordinate with external vendors and authorities, including caterers, AV/tech, liquor license approval, and other event services.
Coordinate and book guest speaker travel and accommodation.
Set up event registration forms and collate/organize event materials.
Execute day-of event set-up and take-down, including room setup and teardown.
Manage day-of event check-in and monitor room capacity.
Provide technical support for events (in-person, virtual, and hybrid), including audio, microphone, laptop, and projector setup.
Communicate and coordinate event logistics with organizers, speakers, partners, and attendees.
Coordinate the collection of event feedback through surveys and other methods.
Monitor furniture, equipment, technology, and supply needs and communicate gaps.
Assist in researching, developing, and updating event planning resources and templates to ensure accessibility and inclusivity.
Maintain and update the SPPGA Events Calendar, liaising with SPPGA units to ensure accuracy and minimize conflicts.
Monitor and coordinate the distribution of, and response to, all email inquiries sent to the SPPGA inbox, escalating complex inquiries as needed.
Research and identify relevant community engagement opportunities and events for SPPGA students and the School.
Act as front-line reception for SPPGA academic programs, responding to in-person and telephone inquiries from current and prospective students.
Monitor and coordinate the distribution of, and response to, all email inquiries sent to the MPPGA program inbox, escalating complex inquiries as needed.
Compose routine correspondence and prepare written responses and student letters for review and signature.
Liaise with prospective students and advise them on admission requirements and course registration.
Make cross-campus referrals for applicants regarding student housing, financial planning, immigration, and employment authorization.
Regularly communicate events, job opportunities, scholarships, program updates, and other important information to current students.
Adjust communication content and processes based on feedback from students and staff.
Make routine updates to the MPPGA student portal and coordinate with the SPPGA Communications team for website updates.
Update and distribute the sessional onboarding guide.
Explore new communication methods with students and make recommendations.
Provide clerical support for organizing and tracking student support activities.
Maintain and update program, student, and alumni tracking files, including personal information, student progress, job status, and project reports.
Generate reports based on tracking files, requiring data manipulation.
Assist with processing admission files.
Share insights on possible gaps in services/resources with the MPPGA program team.
Assist with identifying multi-unit and cross-campus opportunities for resource sharing, partnership, and engagement.
Coordinate the collection of program feedback through surveys and other methods.
Organize and update program and student services support materials.
Conduct research on best practices in student services, new program development, and program comparators.
Provide support to the Student Academic Services team on curriculum development and consultation processes.
Provide training on tech/AV in School spaces to faculty, teaching assistants, students, and staff.
Provide technology support to SPPGA/MPPGA events.
Support the Global Policy Project Advisor with technology set-up for GP Squared, including student team email setup and access.
Hold, utilize, administer, and reconcile a SPPGA credit card for purchases.
Coordinate payment of expenses, including processing invoices and reimbursements, and update budget managers on expenditures.
Perform general administrative tasks, including committee support, meeting scheduling, agenda collection, and note-taking.
Respond to faculty inquiries and requests for support, redirecting requests as appropriate.
Provide course-related support for new curriculum initiatives with applied and/or experiential learning components.
Assist with data collection for reports and presentations.
Update policies and procedures documents.
Provide support for coordinating student travel plans and registration with UBC Safety Abroad.
Provide back-up support to the MPPGA Program Coordinator as required.
Collaborate with the Graduate Program Director on special projects.