Job Description

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Program Assistant 1 (Gr3)
Job Title
Program Assistant
Department
Co-op Program Support | Co-operative Education Program. Arts
Compensation Range
$4,208.00 - $4,316.00 CAD Monthly
Posting End Date
July 2, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Mar 31, 2026
This is a part-time, term position at 50% FTE (17.5 hours per week) till March 2026, and salary indicated above will be prorated accordingly.
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.
Summary

This position supports the daily operations of the Arts Co-operative Education Program, which serves approximately 800+ undergraduate and 200+ graduate students in Arts, and approximately 3000 local, national, and international employers from all sectors of the economy. The position provides support to the Arts Co-op Program team, is involved with the administrative functions of the program, and is expected to provide routine information to the Program's internal and external stakeholders, particularly students, employers, faculty, parents, and other co-op programs.

Organizational Status

This position works under general direction and reports to the Assistant Director, Systems & Administration; it works in close co-operation with the other Program Assistants, Co-op Career Educators (CCEs)/Co-op Coordinators, and student workers. The position works closely with employers to support their hiring processes, and supports prospective and current students in the Program.



Work PerformedThis position supports the administrative operations of the Arts Co-op Program, including posting jobs to the co-op database, assisting with filing and other office duties, and responding to routine inquiries from students, employers, and other stakeholder groups. Is expected to resolve routine problems but refer more complex problems to senior staff. Responds to routine student and employer inquiries by email and phone for tasks such as student job applications, employer job postings, and student appointment requests Posts co-op jobs to the Arts Co-op database Reviews student applications prior to sending them to employers to ensure they meet established criteria and standards Sends student job applications to employers using the co-op database, Symplicity, Performs all necessary follow-up with employers related to job postings with direction from Arts Co-op Program senior staff Under direction of Arts Co-op Program senior staff responds to interview requests, schedules interviews and performs follow-ups Records confirmed student placements on Symplicity and on spreadsheets With direction from Arts Co-op Program senior staff routine Workday data entry tasks such as registering students in co-op courses and verifying co-op designation for graduating students, and assigning co-op course grades Compiles weekly job posting and hiring statistics and reports them to the team in weekly staff meetings Compiles and reports on various data points related to key performance indicators for student success in the program under direction of Arts Co-op Program senior staff Drafts routine correspondence such as co-op confirmation letters, and other letters students and employers may require as part of the co-op hiring process Undertakes a variety of administrative tasks including, but not limited to: Scheduling meetings and room booking for team members CCE calendars, holidays, lieu days, etc. Event logistics tasks: nametags, scheduling, catering, facilities Seasonal preparation for CCE site visits (printing forms) Inputting advising appointment availability for CCEs (ad hoc) Day to day finance-related tasks and forms Staffing forms, appointment forms Purchasing office supplies Office maintenance/facilities requests Filing of soft and hard copy records Prepares student recruitment materials for annual recruitment cycle based on pre-determined guidelines

Consequence of Error/Judgement

Failure to follow program policies could result in students being placed in inappropriate work environments or employers being dissatisfied with student performance, both of which would impact the reputation of the program. Failure to apply policies and procedures established by the University, Faculty of Arts, and Co-operative Education and Work Integrated Learning Association (CEWIL) could result in loss of accreditation and/or financial support. Poor judgement, errors or lateness will have a significant impact on the Program, and could lead to loss of student jobs, financial support, and negatively impact the reputation of the UBC Arts Co-op Program.



Supervision Received

The Program Assistant works independently to undertake tasks within established procedures and policies under direction from the Assistant Director, Systems & Administration. The Program Assistant will be required to exercise tact and discretion and be able to interpret and follow Program policies and practices as well as is expected to organize their work to accomplish specific program goals. They works closely with CCEs and student staff.



Supervision Given

The position may provide occasional direction to 1-2 student workers in the absence of other more senior Program Assistants.



Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus two 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 in Arts education and/or Co-operative Education preferred. 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. Ability to operate job related equipment. 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 s policies and procedures, and refer more complex problems to senior staff. Ability to respond to routine inquiries verbally and in writing. Ability to listen actively and obtain clarification as required. Ability to develop and maintain cooperative and productive working relationships with Program Staff, Faculty of Arts staff, and program stakeholders, particularly students and employers. Ability to work effectively independently and in a team environment. Ability to provide high quality service in a courteous, professional manner.