Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title FNHL Community Programs Assistant

Department Student Engagement and Community Programs | First Nations House Learning

Compensation Range $4,460.00 - $4,686.00 CAD Monthly

Posting End Date December 22, 2023

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

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.

JOB SUMMARY

The Administrative Support position works proactively and independently to oversee the complex coordination of the First Nations House of Learning (FNHL) Student Engagement and Community Programs portfolio in the areas of administration, set-up, delivery, logistics, event coordination and community partnership support. This position will support onsite meetings at Musqueam, the day to day functioning of Vancouver Indigenous Students Collegium (VISC), student engagement initiatives and student retention initiatives.

This position is situated in a demanding environment which requires the highest level of tact, discretion and sensitivity with a particular focus on Indigenous community engagement. The incumbent is expected to establish deep understanding and knowledge of the departmental functions of the FNHL and is able to work independently under broad direction and objectives. This position supports 5 M&P staff members.

This position may be required to support programming at Musqueam and the VISC on evenings and weekends.

ORGANIZATIONAL STATUS

Reports to the Manager, Student Engagement and Community Programs. Works under the direction of senior FNHL staff to support their programming and administrative needs.

WORK PERFORMED
Responsibilities include:

1. Coordinates events and programming support for FNHL\xe2\x80\x99s Student Engagement and Community Programs portfolios (Vancouver Indigenous Students Collegium, Musqueam and UBC Bridge Through Sport Program, First Year Student Retention and Student Engagement). This includes but is not limited to: assists in planning and preparations, manages large and complex event guest lists, tracks RSVPs, maintains and organizes event information (speakers, programs, signage), keeps notes and event information organized in Teamshare, coordinates handouts, generates name tags, tracks event budgets, assists at events (which may fall outside of regular work hours), coordinates speakers, prepares post event surveys and compiles post event lessons learned.

2. Provides support to the Indigenous Student Lunch\xe2\x80\x99s each Tuesday afternoon at the Longhouse. This includes event setup and teardown, lunch distribution, coordinates event details with sponsors (presentations, updates Lunch Sponsor Toolkit, invoices sponsors), orders catering, produces promotional content, updating social media channels and collects feedback to support future events.

3. Prepares event and programming timelines, signage, social media promotion, noting task responsibilities, deliverables and communications required for events.

4. Provides administrative and programming support to Musqueam and UBC Bridge Through Sport Program staff. The incumbent will support UBC Work Learn Program Coordinators, Musqueam Recreation staff, the Musqueam Youth Outreach Worker and the Musqueam Drug and Alcohol Support Worker. Duties include coordinating events and obtaining approvals, creating posters, develops and administers surveys and coordinating walking and fitness programs.

5. Prioritize and respond in a timely fashion to routine and complex enquiries from students, staff, faculty and Indigenous community members; redirect enquires to staff where appropriate.

6. Updates social media channels for the FNHL Student Engagement and Community Programs portfolio (Facebook, Instagram, Website).

7. Schedules student meetings and provides communication and follow up support to first year students regarding first year student retention initiatives.

8. Provides administrative and programming support for student engagement and/or cultural programs and initiatives.

9. Assists in the creation, updating and distribution of promotional and informational materials for Student Engagement and Community Programs portfolio including but not limited to website, brochures, and posters. Drafts and edits materials for review.

10. Participates in the Student Engagement and Community Programs budget planning process. Monitors the program budget to ensure that expenses comply with program and UBC financial policies, procedures and requirements are met. Procures necessary goods and supplies for Student Engagement and Community Programs events and programming.

11. Arranges and coordinates special events and projects from start to finish, at the direction of the Manager, Student Engagement and Community Programs.

12. Supports the VISC Collegia Advisor and Work Learn student hiring process. This includes scheduling interviews, participating in the interview process and assisting with training and scheduling of Collegia Advisors.

13. Drafts confidential correspondence to the Indigenous community that requires significant tact and diplomacy and may contain sensitive information.

14. Prepares and distributes agendas and other meeting materials for committees, working groups, etc. Takes, transcribes, and distributes minutes as required.

15. Conducts site tours for prospective and current students to articulate the academic and cultural aspects of the building (both scheduled and impromptu tours).

16. Coordinates confidential and sensitive information with tact, discretion and diplomacy for student staff and students, and abides by UBC privacy rules set out in the Freedom of Information and Protection of Privacy Act (FIPPA).

17. During the on-going COVID19 protocols, the incumbent will work with Manager, Student Engagement and Community Programs to find ways to support the Indigenous community through on-line programming, resources and connection.

18. Performs other duties related to the qualifications and requirements of the job.

SUPERVISION RECEIVED

Reports to the Manager, Student Engagement and Community Programs. Receives direction from other senior members within FNHL.

SUPERVISION GIVEN

May oversee the work of Work Learn students, UBC Recreation volunteers, other student employees and temporary staff of the FNHL.

CONSEQUENCE OF ERROR

This position requires a sophisticated level of judgment, tact, discretion and initiative. Errors in judgment with the internal or external stakeholders could have negative impact on the First Nations House of Learning and the University, resulting in legal suits, poor public relations, financial costs or loss of credibility.

Minimum Qualifications

• High School graduation and two year post-secondary diploma. Bachelor\'s degree an asset. 4 years related experience or the equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own
• Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

• Background in Indigenous issues or experience in working with First Nations, Metis and Inuit students, people and organizations is preferred.
• Deep understanding of systemic and personal barriers that under-represented and at-risk demographics of students face in accessing and pursuing postsecondary education. Strong familiarity with programs and supports to alleviate these barriers.
• Ability to work independently and cooperatively both within the UBC community and with external stakeholders.
• Class 5 BC Drivers License is preferred. Must be able to operate a vehicle in a safe and efficient manner.
• Proficient computer skills with MS Office Word, Excel, PowerPoint is required.
• Ability to perform word processing at 45 words per minute and to operate a normal range of office equipment.
• Effective oral and written communication, interpersonal and organizational skills.
• High level of customer service skills with the desire to assist others.
• Ability to prioritize work, multitask and meet deadlines.
• Ability to work well under pressure and adapt to changing priorities including maintaining effective working relationships with individuals in all levels of the organization.
• Ability to analyze, problem solve and troubleshoot situations accurately and adopt an effective course of action.
• Ability to maintain accuracy and attention to detail.
• Ability to work independently and as a member of a team.
• Knowledge of University policies, procedures, governance and administrative systems preferred.
• This position requires the ability to adjust work schedules when necessary and work flexible hours including evenings, weekend and must be able to lift and move heavy objects approximately 40 lbs.