Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title Senior Program Assistant, Workplace Learning

Department Careers | UBC Career Centre | UBC Career Centre

Compensation Range $4,601.00 - $4,953.00 CAD Monthly

Posting End Date July 11, 2023

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

Job End Date

Summary

The Workplace Learning portfolio is responsible for providing on-campus programming and work experiences that prioritize student learning and the development of transferable professional skills. Such programming may include Work Learn, Work Learn International Undergraduate Research Awards, and National Sciences and Engineering Research Council of Canada (NSERC) Undergraduate Student Research Awards.

The Senior Program Assistant, Workplace Learning supports the Program Manager, Workplace Learning with the coordination of all administrative processes involved with Workplace Learning programming. . The Senior Program Assistant works both independently and part of a broader Workplace Learning team to manage, analyze and report on valid program data, assist with the development, maintenance, and reporting of program expenditures, including the reconciliation of student financial records, provide exceptional customer service and support to student employees and on-campus supervisors, as well as design and create effective program communications and promotional materials to enhance the on-campus reputation and growth of Workplace Learning programming.

Operates in an efficient, respectful, and knowledgeable manner, follows program protocols and balances competing priorities in a fast-paced and collaborative environment.

Organizational Status

The Centre for Student Involvement & Careers (CSIC) facilitates and enhances student learning through career building enriched educational experiences. Through orientation and peer mentoring, the Centre supports new students to become successful university learners, prepared to achieve their academic, personal, and career goals. The Centre is a central point for all graduate and undergraduate students and employers on the UBC Vancouver campus to meet, connect, network and build relationships; as well as to research and explore career options. CSIC provides all UBC student with access and connection to workplace learning, mentoring, volunteer and leadership opportunities; and offers career and employment-related services to students, academic departments, employers, and alumni.
Working Relationships:

The Senior Program Assistant reports to the Program Manager, Workplace Learning within the Centre for Student Involvement and Careers. The incumbent will also work closely with other staff within the Workplace Learning portfolio, as well as faculty, staff, and students from across campus.

Work Performed

This position has four key responsibilities, with the following related duties, deliverables, and results:

1. Workplace Learning Program Administration
- Administers Workplace Learning programs by coordinating work processes, and establishing program schedules, calendars, and work flows.
- Assesses efficiency of work processes and makes recommendations for improvements to workflow, systems and protocols.
- Reviews student appointment forms, electronic payroll reports, and program applications, including checking for accuracy, errors, omissions and irregularities; contacts program participants (students, supervisors and administrators) when required for clarification or notification.
- Uses and troubleshoots online system (CareersOnline) to post job postings from supervisors hiring UBC students and answers inquiries, assists and resolves minor technical difficulties for employers in the job posting process.
- May assist, advise and support students with program eligibility and/or application inquiries.
- Develops, maintains, and applies working knowledge of a wide range of University policies pertaining to student employment.

2. Customer Service and Support
- Addresses routine program application and eligibility inquiries from students, supervisors and administrators, via email, phone, and in-person.
- Provides administrative support to on-campus supervisors and administrators in the appointment of, and payment to, student employees and subsequent reimbursements to departments.

3. Financial Processing
- Performs critical financial functions associated such as reconciling payroll reports and tracking and reporting on program forecasts and expenditures.
- Participates in preparing and monitoring program budgets.
- Monitors and tracks hours submitted bimonthly for individual positions and notifies appropriate supervisors/administrators of potential overtime hours.

4. Data Management, Analysis, and Reporting
- Provides knowledge of, and support with, the use of CareersOnline (CMS) to ensure efficient and accurate collection and tracking of all Workplace Learning program data.
- Creates and maintains program filing systems or contact databases, spreadsheets, and on-line survey tools, receives forms and processes according to guidelines.
- Processes all program data to make reliable decisions and recommendations.
- Maintains and updates student data base, updates personal information, payroll and employment data as it is received.
- Collects and compiles data and program statistics throughout the program cycle and initiates review of programmatic areas to be revised to enhance programming.
- Assists with the creation of end-of-term assessment summaries and year-end reports.

5. Program Communications
- Prepares and processes correspondence on behalf of program coordinators and/or program manager from composed mail merge databases; organizes and processes large mail outs.
- Initiates replies to inquiries of a routine nature relating to the Unit s activities requiring an in depth knowledge of relevant subject matter, University guidelines, procedures and regulations and the ability to interpret and apply this information to the work of other University units.
- Collaborates in the development, production and dissemination of Workplace Learning program content and promotional materials including brochures, flyers and posters.
- Updates online program content to reflect annual deadlines and program criteria.

6. Other Responsibilities
- Coordinates arrangements for special events including invites and confirms attendees, booking of rooms, preparation of meeting or event materials/signage.
- Provides support to students, prospective students, faculty, staff and other visitors to the unit; provides information on the Centre for Student Involvement & Careers, Student Development & Services, UBC and community resources; responds to all inquiries received in-person, by telephone, e-mail, on-line or mail from students, alumni, the workplace community, and campus partners and refers stakeholders to appropriate resource.
- Information relayed requires knowledge of all Centre for Student Involvement & Careers subject areas including activities of Career Education and Workplace Learning programs and events and the work of other University units.
- Works on projects as required.
- Performs other duties as required.

Consequence of Error/Judgement

Exercises judgment based on thorough knowledge of established policies and procedures. Streamlines existing procedures and recommends changes for process redesign. All information must be accurate and provided in a respectful, timely and supportive way. Failure to provide the service that meets these standards affects student, alumni, employer and public perceptions of student services and/or the university, including the university s reputation. Incorrect decisions will have impact on the employment of students, the operations of the programs, and the reputation of the department and the University.

Operates in an efficient, respectful, and knowledgeable manner and follows program protocols to ensure the efficient functioning of program administration.

Supervision Received

Works under broad supervision; balances competing priorities and works under a fast-paced environment independently and collaboratively with a high degree of accuracy. Matters involving policy are referred to supervisor. Receives detailed instructions on the assignment of new duties and thereafter only on new or unusual situations.

Supervision Given

No supervision given. Explains work procedures and assists with the training of new staff and student workers and ensures accuracy and production are maintained.

Preferred Qualifications

High School graduation and two years post-secondary education and4 years related experience or the equivalent combination of education and experience.Knowledge of UBC Student Service practices and procedures preferred.
Demonstrable skills in maintaining accurate records and have a high level of attention to detail.
Proven ability to compose correspondence and reports using clear, concise business English.
Previous experience conducting statistical analyses of large datasets.
Proven ability to prioritize and work effectively under pressure to meet deadlines.
Proven experience working effectively both independently and within a team environment.
Computer experience required. Effective oral and written communication, interpersonal, public service and organizational skills.Ability to analyze problems, identify key information and issues, and effectively resolve.Detail oriented approach to data management.Familiarity with using Microsoft Excel to collect, manage, and analyze large datasets.
Ability to use word processing and spreadsheets (Word and Excel necessary, PowerPoint, preferred) at an advanced level, database and desktop publishing applications at an intermediate level.Ability to work collaboratively within diverse teams.Ability to type 55 w.p.m. and to operate a normal range of office equipment.Ability to provide quality service to customers, front-line customer service experience required.Ability to work with diverse communities of students.

University of British Columbia