Program Assistant, Business Career Centre

Job title: Program Assistant, Business Career Centre

Job description: Staff – Union

Job Category CUPE 2950

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

Job Title Program Assistant, Business Career Centre

Department Career Centre Administration | Business Career Centre | UBC Sauder School of Business

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

Posting End Date February 22, 2024

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

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

UBC Sauder’s Hari B. Varshney Business Career Centre (BCC) is a personal, professional, and career development centre that serves 4,000+ undergraduate and 1,000+ graduate business students at UBC Sauder School of Business.

The Program Assistant provides complex administrative and program support to the Business Career Centre Careers and Service Excellence teams. The Program Assistant works both independently and as a part of a broader team to provide support on a range of activities, including technical support, reporting, coordinating mentorship programs and workshops, mock interviews and classroom activities.

Organizational Status

Reports to the Associate Director, Operations and Systems. Works closely with managers from the Careers and Service Excellence teams, the Business Intelligence Specialist and other support employees and student workers. Liaises with external consultants.

Work Performed

Program Administration

Oversees the administration of the Brand Management Mentorship Program by coordinating work processes, establishing priorities, and resolving complex issues.

Responsible for managing several general email accounts and responding to student and employer inquiries of a routine or complex nature, including answering questions on policies and procedures, ensuring accurate information and guidance are provided in a timely manner. Resolves complex issues. Redirects inquiries where appropriate.

Provides administrative support for COMM 202, including providing access to course modules, coordinating tutorial and workshop logistics, setting up course fees, maintaining course related materials and coordinating mandatory mock interviews.

Monitors the general COMM 202 inbox, liaises with the course Career Strategist on any ad-hoc requests, and acts as a backup for course updates/information to critical stakeholders in the absence of the Career Strategist.

Oversees end-to-end logistics for mandatory mock interviews for the Careers teams (MBA, Specialty Masters and BCom) including scheduling, communication with external consultants, logistical planning, material preparation, participant tracking and post-interview reporting and analysis.

Monitors the content rotation on digital display screens at the BCC, updating marketing ads for various career-related initiatives.

Coordinates coaching room and classroom allocations for the Career Centre teams at the beginning of each academic term.

Technical Support and Reporting

Provides technical support and is responsible for data quality for Salesforce, 12Twenty and Symplicity, including granting user access and troubleshooting technical issues. Reports complex issues to the appropriate support person.

Provides technical, troubleshooting and basic editing support for BCom Careers web platforms (e.g., Canvas and myBCom.sauder.ubc.ca).

Prepares regular reports from 12Twenty, Symplicity, Salesforce, and other systems and completes basic data analyses for programs and other Business Career Centre teams.

Responsible for the collection, tracking, and timely reporting of full-time, post-graduation employment outcome data.

Responsible for maintaining a repository of data files/reports that university data privacy protocols and ensures consistent, timely and accurate retrieval of data.

Prepares regular BCC reports for other business units, including the Development, Alumni and Engagement Team, UBC Sauder Robert H. Lee Graduate School, etc.

Manages the purchase and distribution of student assessment codes.

Provides other data and reporting support, as needed.

Miscellaneous

Maintains overall organization of day-to-day operations of the Career Centre, including ordering supplies and maintaining the cleanliness of coaching spaces. Coordinates as needed with building facilities on general repairs and concerns.

Maintains and updates procedures for all administrative and data processes.

As needed, provides back-up support and coverage for other CUPE 2950 employees in the BCC, including coverage of the main reception desk and job postings.

Provides input into the selection of student assistants and temporary employees.

Supports the coordination of marketing projects for the centre, as needed.

Performs other related duties within the qualifications and requirements of the job.

Consequence of Error/Judgement

Exercises judgement and tact in decision-making across a wide variety of duties and responsibilities and interprets and follows program policies and practices. Errors in completing work and planning may result in unnecessary expenditures, inconvenience and/or embarrassment to participants, faculty and students. Handling enquiries in an inappropriate, untimely or unprofessional manner can adversely affect the reputation and/or relations between the faculty, students, employees and the diverse and varied business communities connected with the UBC Sauder School of Business and UBC.

Supervision Received

Works independently under the general direction from the Associate Director, Operations and Systems. Exercises independent judgement in selecting and interpreting information.

Supervision Given

Not required to supervise. May explain work procedures to new or temporary employees as required, including students and volunteers.

Minimum Qualifications
High School graduation, plus a 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

Effective oral and written communication skills.

Excellent interpersonal and organizational skills.

Technical skills and ability to learn new systems and software programs.

Ability to understand, interpret and apply complex policies, procedures, technical information, and instructions.

High level of customer service skills with the desire to assist others.

Ability to prioritize work, multi-task 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 exercise tact and discretion.

Ability to work independently and as a member of a team.

Intermediate to advanced level in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Click Here to Apply

Source: