Engagement Assistant

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

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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 is a key operational role for the Faculty of Management providing administrative support for the Facultys marketing communications and events.

ORGANIZATIONAL STATUS

This position reports to the Manager Student Success with a dotted line to the Director. This position interacts with students staff faculty members alumni Enrolment Services Student Development and Advising Human Resources Finance Operations Okanagan Facilities Management University Relations and other faculties units and schools administrative offices.

WORK PERFORMED

Provides administrative support the Faculty:

• Responds to inquiries from researchers campus general public stakeholders provides general information about the Faculty; re-directs queries as needed.
• Acts as a liaison and interfaces with various UBC Faculties departments committees and units and bringing information back to colleagues to inform internal processes and enable collaboration.
• Liaises with University Relations Enrolment Services Student Advising and Recruitment with respect to the Facultys undergraduate and graduate programming micro-credentials and community engagement
• Provides backup support for key administrative staff including handing urgent requests and assisting with daily operations to maintain productivity.
• Manages the Facultys email distribution lists
• Provides administrative support to courses that have high student engagement requirements including Capstone and Career Fundamentals including coordinating the project submissions project partner feedback call for projects and maintaining student requests in system supporting engagement
• Provides and maintains partnership documentation to international partners
• Provides administrative support for partnership agreements with international partners
• Provides logistical support for international partnership engagement activities including scheduling coordinating responses drafting agendas preparing assembling and disseminating materials booking rooms arranging IT support making catering arrangements providing on-site event coordination and preparing and distributing materials in a timely manner assisting with post-activity follow-up and action items.

Supports engagement activities of the Faculty:

• Represents the Faculty acting as a continuous point of contact for international partners (both academic and industry connections).
• Assists with on-site production of events and project activities.
• Assists with the research and analysis of stakeholders needs to support all aspects of event coordination.
• Understands and communicates UBC/UBC Okanagan campus policies and acts as liaison with the appropriate central UBC offices on matters of protocol related to event planning and execution.
• Tracks budgets for events and activities; acts as liaison to negotiate prices with on and off-campus suppliers.
• Recruits schedules and prepares volunteer support for events and activities.
• Coordinates and participates in various event committees.
• Edits and updates Faculty communication materials liaises with university relations and ensures timelines are well defined and deadlines met.
• Provides logistical support for student engagement activities including scheduling coordinating responses drafting agendas preparing assembling and disseminating materials booking rooms arranging IT support making catering arrangements providing on-site event coordination and preparing and distributing materials in a timely manner assisting with post-activity follow-up and action items.
• Arranges oversees and executes the logistical requirements for the business case challenges

Coordinates communications activities for the Faculty:

• Works collaboratively with faculty and staff to support the review editing and updating of the Faculty website content to ensure its accuracy effectiveness quality timeliness consistency and relevance.
• Identifies opportunities for enhancing the content design and layout of the Faculty website.
• Acts as a first point of contact for all incoming communications originating from the Connect with us section of the website and social media channels triaging and/or responding to all inquiries as appropriate.
• Develops and maintains an editorial calendar of approved communication projects in the Faculty portfolio to ensure that relevant deadlines are met.
• Acts as a key connection point between the communications teams at UBC Okanagan
• Acts as the primary liaison with University Relations for all approved communications projects within the Faculty portfolio
• Researches and collects data to support the creation of communication materials on activities for strategic initiatives website postings the newsletter presentations and media relations.
• Publishes content on Faculty awards news announcements educational and informational stories for both the UBC community and external audiences.
• Prioritizes drafts and schedules communications for social media channels pertaining to prospective and current students alumni researchers and community partners.
• Monitors social media activity on Faculty channels and seeks out and shares relevant content based on the overall strategy for social media activity for the Faculty

• Performs other related duties as required.

CONSEQUENCE OF ERROR

This position often has to make independent decisions but also seek guidance. The consequences of errors in judgment are high due to the confidential nature of the support given to the Faculty of Management. This position requires confidentiality diplomacy tact and accuracy in a wide variety of situations. Errors may cause disruption to the Faculty and its administrative operations; loss of time wages and resources; creation of negative feelings among faculty and staff members; jeopardizing relationships established between the Faculty of Management and other contacts (both internal and external) and result in a loss of credibility for Faculty or the Dean and the Deans office.

SUPERVISION RECEIVED

This position reports directly to the Manager Student Success and takes direction from the Director. This position also works closely with and may take direction from the Dean Associate Deans and the Associate Director Programs and Curriculum. This position is required to exercise tact and discretion and to interpret and follow program policies and practices. Overall objectives are determined in consultation with the incumbents supervisor; within those guidelines this position works independently determining priorities as necessary.

SUPERVISION GIVEN

This position does not directly supervise any staff.

QUALIFICATIONS

• Two (2) years post secondary education in relevant discipline.
• Over four years of related experience or equivalent combination of education and experience.
• Project Management Certificate/Course and/or experience would be preferred.
• Knowledge of university policies and procedures and UBC systems is an asset.
• Ability to speak and write French is preferred.
• Experience using standard workplace software such as MS Word Excel PowerPoint MS Teams email and database management applications is required.
• Ability to work independently as part of a team and under limited supervision.
• Effective at multi-tasking organization and attention to detail.
• Ability to communicate effectively verbally and in writing and maintain confidentiality.
• Ability to effectively represent UBC to internal and external stakeholders in person over the phone and in writing
• Computer experience at an intermediate level required (Word Excel PowerPoint Outlook web authoring software web development and design Adobe).
• Ability to type 60 wpm and to operate a normal range of office equipment at an advanced level
• Ability to deal with a diversity of people in a calm courteous and effective manner.
• Ability to prioritize work and work effectively under pressure to meet deadlines.
• Excellent inter-personal skills are required.
• Ability to exercise tact courtesy discretion and sound judgment.
• Ability to apply previously learned concepts to new situations and/or technology.
• Ability to follow and carry out instructions.
• 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