Program Assistant

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Posting End Date

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

Job End Date

This role is delivered across a team structure totaling approximately 2.8 FTE Program Assistant positions. While individual Program Assistants may take the lead on specific functional areas (e.g., job cycle coordination, financial administration, systems support, or intake processes), all incumbents are expected to maintain working knowledge across all core functions and provide cross-coverage to ensure continuity of operations during peak periods, absences, or shifting program needs.

Must be able to work 8:30 am- 4:30 pm on weekdays and occasional evenings and weekends. The Arts Co-op team operates with a hybrid work arrangement that offers up to two days a week working from home; however, hybrid work arrangements are subject to unit operational needs.

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
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.

Organizational Status
Reports to the Assistant Director, Systems & Administration and works closely with:

• Associate and Assistant Directors.
• Co-op Career Educators/Managers.
• Business Development team.
• Executive Director, Work Integrated Education and Student Engagement.
• Student Engagement team.
• Other Program Assistants and student staff.

Interacts regularly with students, employers, and external partners and occasionally with faculty at UBC.

Work Performed
1. Office Communication & Frontline Support

• 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.

2. Co-op Job Cycle Coordination

• Coordinate the full recruitment cycle, including:
  • Managing job posting timelines and deadlines.
  • Reviewing job postings for compliance (salary, duration, requirements).
  • Posting positions in Symplicity database accurately and on time.
• Liaise with Business Development team, employers, and UBC co-op programs to distribute opportunities.
• Review student applications and follow up on incomplete submissions.
• Provide technical support to employers using recruitment systems.
• Assists in scheduling interviews and tracking outcomes.
• Coordinate job offers and advise students on next steps.
• Track student search/work terms, extensions, and other placements.
• Maintain documentation and continuously improve job cycle processes.

3. Program Administration & Intake Support

• Assists 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.

4. Systems & Academic Coordination (Symplicity/Workday/Canvas)

• 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).

5. Reporting & Data Management

• 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.

6. Financial & HR Administration

• 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.

7. General Office Support

• 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.

Consequence of Error/Judgement
Poor judgement, errors, or lateness in assessing employers, managing data, or applying policies may:

• Result in loss of student jobs or students being hired in inappropriate work environment and roles.
• Jeopardize program accreditation (CEWIL).
• Impact funding and partnerships.
• Damage the reputation of the Arts Co-op Program, Arts Compass Program and/or Arts Student Engagement Team.

Supervision Received
Works independently under general direction, exercising judgment, discretion, and adherence to policies. Receives guidance on complex or non-routine issues.

Supervision Given

• Provides guidance to student staff (1–2) as needed.
• Assists in training new or temporary employees.
• Supports onboarding in systems and procedures.

Minimum Qualifications
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.

Preferred Qualifications

• Experience in Arts Education and/or Co-operative Education.
• Advanced proficiency in:
  • MS Office (Outlook, Excel, Word, PowerPoint, Teams, OneNote).
  • Systems such as Symplicity, Workday, Canvas.
• Strong:
  • Attention to detail and accuracy.
  • Organizational and time management skills.
  • Communication and interpersonal abilities.
• Ability to:
  • Work independently and collaboratively.
  • Manage multiple priorities under tight deadlines.
  • Provide excellent customer service.
  • Maintain accurate records and resolve routine issues.