Program Assistant 2

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

Job End Date

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.

This is a 0.5 FTE term appointment until August 31 2027.

*Please provide a cover letter and resume for your application.

Job Summary

The Office of Professional Learning (OPL) is a cost-recovery unit within the UBC Faculty of Education that offers professional learning opportunities both credit and non-credit for education and kinesiology professionals working in BC and beyond. Most programs are flexible and part-time often online or off-campus and designed to meet the needs of working in-service practitioners. OPL also hosts the Provincial Teacher Mentorship Office (PTMO) including its two-year pilot program funded by the BC Ministry of Education and Child Care.

The Program Assistant provides program and general administrative support for the PTMO team within OPL and the OPL team in general. This role requires a strong customer service orientation exceptional written and verbal communication skills excellent attention to detail and a consistently professional demeanor.

Organizational Status

This position reports to the Project Manager Provincial Teacher Mentorship Office (PTMO) or designate.

This position is physically located at UBCV Point Grey campus. The incumbent interacts frequently with various internal and external partners and clients including but not limited to representatives from the University the Deans Office faculty staff instructors school district personnel provincial government officials and program participants. This role also supports interaction with contractors external vendors and other service providers.

Work Performed
Provides broad-based flexible program and administrative support for the team including but not limited to the tasks listed below:

• Enters edits and manipulates registration data in relevant information systems using processes of a complex nature.
• Responds to inquiries by telephone email and in-person and provides information of a complex nature.
• Supports the administration and implementation of PTMO and OPL programs such as admissions corresponding with prospective participants supporting students and instructors and tracking enrolments.
• Provides registration support for various programs events and workshops such as responding to general inquiries troubleshooting registration issues sending receipts issuing refunds and issuing certificates.
• Creates program registration forms (using WordPress) and maintains registration form system (e.g. tracking forms downloading/storing data periodically cleaning registration data).
• Assists with the ongoing development and improvement of electronic information support systems such as student information systems for registration program and course scheduling.
• Assists in the planning and execution of events such as symposia conferences program information sessions workshops institutes or special events. This work may include but is not limited to sourcing venue information obtaining quotes arranging room/equipment rentals arranging IT or A/V support organizing catering supporting registration preparing materials etc. This work may occasionally require time spent outside of standard weekday working hours during evenings or weekends.
• Supports budget tracking and expense processing.
• Drafts documents reports and presentations as required.
• Helps to organize and schedule office meetings events and spaces.
• Other miscellaneous tasks that fall within the scope of the role for both the PTMO & OPL as needed.

Consequence of Error/Judgement
As a service and outreach unit in the Faculty of Education the consequences of staff error could negatively impact both the reputation of the unit and/or the Faculty. OPL relies on its reputation for providing high quality professional service and difficulties in the exercise of judgment due diligence or communication could prove detrimental.

Supervision Received
This position reports to the Project Manager Provincial Teacher Mentorship Office (PTMO) and may receive directions and guidance from the PTMO Program Coordinator and OPL Administrative Manager.

Supervision Given
This position may be required to co-ordinate or oversee temporary staff or volunteers in support of various events (e.g. conferences institutes). The position may also be required to explain work procedures or provide training/orientation as needed.

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 ones own

- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

Preference will be given to applicants who demonstrate:

• Excellent written and verbal communication skills
• Outstanding interpersonal skills including the ability to build and maintain relationships consistently demonstrate professionalism and exercise tact and discretion
• Ability to work independently as well as collaboratively with a diverse team
• Ability to maintain accuracy with data entry exercising strong attention to detail
• Ability to work occasionally on weeknights or weekends to support classes and other events
• Time management skills including the ability to prioritize and juggle multiple portfolios with different deadlines
• Confidence with and knowledge of standard administrative computer applications including MS Office (Outlook Word Excel PowerPoint) Zoom Doodle etc.
• Previous work experience in a public post-secondary institution would be an asset
• Previous experience with WorkDay Canvas Catalog and WordPress would be desirable