CES Program Assistant

Job title: CES Program Assistant

Job description: Staff – Union

Job Category CUPE 2950

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

Job Title CES Program Assistant

Department Administrative Support | Department of Central Eastern and Northern European Studies

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

Posting End Date November 1, 2023

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

Job End Date Apr 30, 2025

that this is a term, 50% FTE position with an end date of April 30, 2025

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 Centre for European Studies (CES) is housed in the Department of Central, Eastern and Northern European Studies. Its main purposes are to provide a venue in which the legacies of Europe and its constituent parts can be critically examined and discussed including their relationship to decolonial methods; host visiting scholars who will contribute to the intellectual environment of the Centre and the University; serve as a gathering place for students, scholars, and community members; catalyze new research initiatives through event-planning and grant support; serve as a point of contact for consular and community initiatives; advise and engage in interdisciplinary undergraduate and graduate curricular development related to Europe, and interface with GoGlobal and others on opportunities in Europe, broadly defined, for student study abroad and/or internships.

The Senior Program Assistant works closely with the CES Director and reports to the Administrator. The sole part-time CES staff person will assist the Director in all aspects of the roll-out of this innovative new unit and its programs, including the coordination of grant and fellowship competitions, the scheduling of programming such as a speakers series, and the development of a website and social media presence. Additionally the Senior Program Assistant will facilitate communication and meetings among the members of the Advisory Board and affiliated faculty as well as on- and off-campus collaborators including diplomatic contacts, community partners, and others.

The position is initially for one year with the possibility of extension, depending on funding.

Organizational Status

The Senior Program Assistant works closely with the CES Director and reports to the Administrator. The incumbent interacts and communicates with members of the Advisory Board and affiliated faculty, on- and off-campus collaborators, staff from the Faculty of Arts Dean’s Office, and other academic and administrative units on campus

Work Performed

General Administration Support:

• Works proactively and independently to provide administrative coordination and support to the CES Director and program.
• Develops a broad and in-depth range of program and administrative policy and procedure knowledge including strong working knowledge of related UBC systems.
• Provides logistical, clerical, and technical support to the program. Resolves complex problems and serves as a resource for faculty and staff.
• Provides complex coordination and administers the workflow of the programs, including scheduling and organizing meetings of the Advisory Board, faculty affiliates, and any subcommittees or working groups.
• Under guidance of Director, prepares calls for applications for Fellowships and Research Group Grants. Monitors applications during application period, and responds to applicant inquiries. Compiles the application materials, prepares the evaluation spreadsheets, and schedules adjudication meetings for subcommittees. Informs applicants of the status of their applications.
• Develops and maintains policy manuals and establishes work schedules and priorities for key administrative processes. Identifies needed improvements and recommends changes. Administers program evaluations, including but not limited to: maintaining records of all program activities, and assisting with the preparation of reports to FOA and VPRI including event attendance statistics and website traffic.

• Plans, schedules, and coordinates events in consultation with Director; Must be available to attend some events outside of business hours.

Communication:

• Responds to in-person, email, social media, and telephone enquiries about the CES programs and activities to faculty, visitors, and general public.
• Produces accurate, well-written communications for a variety of stakeholders.
• Drafts and edits internal documents, designs, creates, and distributes promotional materials such as flyers, newsletters, posters
• Assists in the coordination, maintenance, and updating of a program website and social media presence. Monitors website and social media traffic.

• Develops positive relationships with Advisory Board, affiliated faculty ,and department staff and interacts with UBC service unit, community leaders , external agencies, and the general public.
• Produces and maintains faculty mailing list; produces and maintains community partner mailing list.
• Works with Arts IT and other Arts units to produce and maintain an integrated events calendar.

Finance:

• Responsible for review and reconciliation of financial activities of the unit – this includes expenses and purchases, transfers, cash receipts and cost recoveries; payroll.

• Works with Director in the preparation and projection of budget and soft monies, as well as forecasting resource requirements for budgetary reports. Assists in the preparation of annual budgets and development of quarterly financial forecasts.
• Assists Director in submitting applications for various internal and external grants.
• Submits all expenses and reimbursement to Arts Finance Service Centre for payment; Liaises with ASC-Finance management group to initiate transfer of funds investigates and reports on anomalies and errors.

Consequence of Error/Judgement

The CES is in the process of transitioning into a new type of Centre, with more emphasis on the humanities. This position is critical to the development and ongoing success of the CES and to the development of a fully functioning new network of affiliates and collaborators. Poor performance in any of the core areas of responsibility could undermine CES activities, jeopardize continued funding, threaten the long-term sustainability, and cause serious misunderstandings and damage to the international reputation of the CES and the Faculty of Arts.

Supervision Received

Works independently, under the direction of Director. Works with the Administrator in selecting and interpreting information to determine best practices. The position duties are governed by broad instructions and policies, involving frequently changing conditions and priorities. Work activities will be developed in conversation with the Director, but the Program Assistant is also expected to be a self-starter who demonstrates initiative in planning and carrying out administrative activities (after initial direction).

Supervision Given

Provides oversight and day-to-day supervision for Graduate Academic Assistants. Responsible for assigning tasks and providing training and guidance.

Minimum Qualifications

High School graduation, plus two year post-secondary diploma, plus four 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

High school graduation plus 2 years post-secondary diploma with training in office procedures and secretarial practices. Undergraduate degree in a relevant discipline preferred. Four years related experience or the equivalent combination of education and experience. Computer experience required Word, Excel, SIS, SISC, FSC preferred. Knowledge of European studies an asset. Ability to maintain accuracy and attention to detail. The ability to create and accurately maintain records and filing systems and a neat and tidy office environment. Ability to work effectively both independently and in a team environment. Ability to use word processing, spreadsheet, database, web, scheduling an electronic mail applications and intermediate level. Ability to type 60 words per minute and to operate normal range of automated office systems and office equipment. Ability to prioritize and work calmly under pressure to meet deadlines. Outstanding and demonstrable written and oral communication skills. Ability to maintain order and control. Ability to exercise initiative, tact, discretion and courtesy with a diverse range of people and stakeholders. Experience delivering high-level customer, client, and/or guest service. Ability to take and transcribe accurate meeting minutes.

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