CIF Program 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 has two principal focuses and primarily provides moderately complex coordination and operational support for the Centre for Indigenous Fisheries (CIF) and associated programs which serves a majority-Indigenous group of graduate students staff and faculty including the Governance and Relationality in Indigenous Fisheries course. Secondarily the role includes administrative support coordination of events and fieldwork data tracking and reconciliation process documentation and liaison work across UBC and external partners. This position requires independent judgment to plan and carry out recurring assignments and solve moderately complex problems with limited supervision.

Organizational Status
Works under the direct supervision of and ultimately reports to the CIFs Principal Investigator and Assistant Professor (Dr. Andrea Reid).

Receives additional direction from and collaborates with other CIF faculty and staff (Dr. Dianne Newell Peggy Homan Alexander Duncan). Works collaboratively with CIF team members on a regular basis.

Work Performed
This position is expected to resolve routine problems and refer more complex issues to the Principal Investigator and/or senior staff as appropriate. The following areas are performed in tandem with senior staff:

Program and Operational Coordination

• Coordinates administrative operations for the CIF and its affiliated programs ensuring timely delivery of activities and information.

• Attends and contributes to weekly CIF team meetings; prepares physical meeting spaces transcribes and distributes meeting minutes and tracks follow-up actions.

• Liaises and participates with UBC Science and IOF committees to align CIF operations with UBCs Indigenous Strategic Plan (2020) and the IOFs Aboriginal Fisheries Research Unit Strategic Plan (2017); prepares reports and assists with committee activities.

Communications and Information Management

• Maintains and updates the CIF website and quarterly newsletter in collaboration with senior staff; manages subscriber lists and oversees digital distribution.

• Drafts reviews and edits CIF communications presentations promotional materials and general documentation for accuracy and consistency.

• Responds to complex inquiries from a wide range of stakeholders including faculty students partner organizations and external agencies.

• Coordinates the development and maintenance of CIF onboarding documents and operations manuals for new and existing team members.

Course and Event Administration

• Oversees administrative operations of the Governance and Relationality in Indigenous Fisheries course including student communications records management recruitment material and enrolment logistics for UBC and external students.

• Supports the creation of a comprehensive Course Manual to guide future CIF staff in program delivery and administration.

• Coordinates CIF events including the annual retreat and youth engagement activities ensuring effective planning logistics and post-event reconciliation.

Fieldwork and Equipment Support

• Assists faculty staff and students with fieldwork coordination and on-site logistics; manages related data collection storage and equipment usage.

• Overseas and maintains inventory records verifies supplies and equipment and ensures accurate tracking of CIF assets.

Financial and Data Management

• Performs financial duties such as invoice generation and reconciliation for events travel and external collaborations (e.g. universities Indigenous communities).

• Tracks outstanding amounts and follows up with external partners to ensure timely resolution.

• Maintains detailed records for course funding and supports data gathering for grant applications and financial reporting.

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

Experience working with Indigenous students and community partners is essential and understanding of Indigenous ways of knowing being doing and connecting is an asset. Ability to work under pressure to meet deadlines and complete work without errors. Advanced experience with MS Office suite particularly Outlook Excel Word and PowerPoint. High level of accuracy and attention to detail. Ability to prioritize and accurately maintain schedules and processes. Ability to solve routine problems based on Program policies and procedures and refer more complex problems to Principal Investigator or senior staff as appropriate. Ability to respond to routine inquires verbally and in writing. Ability to listen actively and obtain clarification as required. Ability to develop and maintain cooperative and productive working relationships with CIF leadership staff students and community partners. Ability to work effectively independently and in a team environment. Ability to provide high quality service in a courteous professional manner.

Judgment Authority and Decision-Making

• Works independently under minimal supervision and exercises sound judgment to prioritize multiple concurrent responsibilities.

• Adapts existing procedures to new situations; uses initiative to resolve moderately complex administrative or logistical challenges.

• Refers policy-sensitive or high-risk issues to the Principal Investigator or senior staff as needed.

Creativity Problem-Solving and Technical Thinking

• Compiles organizes and manipulates data for administrative programmatic and financial processes.

• Evaluates information to improve workflow and information systems; suggests improvements to enhance coordination efficiency and accessibility.

• Applies technical knowledge of tools (e.g. Microsoft Office Suite website content editors database systems) to independently resolve common digital and communication issues.