Job Description

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Hourly - Program Assistant 2 (Gr5)
Job Title
CIF Program Assistant
Department
Administrative Leadership | Institute for the Ocean and Fisheries | Faculty of Science
Compensation Range
$28.38 - $29.82 CAD Hourly
Posting End Date
January 26, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
August 31, 2026

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 CIF's 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 CoordinationCoordinates 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 UBC's Indigenous Strategic Plan (2020) and the IOF's Aboriginal Fisheries Research Unit Strategic Plan (2017); prepares reports and assists with committee activities.

Communications and Information ManagementMaintains 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 Fisheriescourse, 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 SupportAssists 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 ManagementPerforms 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 one's own Demonstrates a commitment to enhancing one's 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-MakingWorks 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 ThinkingCompiles, 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.