Program Assistant

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Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Program Assistant 2 (Gr5) Job Title Program Assistant Department Co-op Program Support | Co-operative Education Program. Arts Compensation Range $4,314.00 - $4,532.00 CAD Monthly Posting End Date July 3, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date March 31, 2028 This role is delivered across a team structure totaling approximately 2.8 FTE Program Assistant positions. While individual Program Assistants may take the lead on specific functional areas (e.g., job cycle coordination, financial administration, systems support, or intake processes), all incumbents are expected to maintain working knowledge across all core functions and provide cross-coverage to ensure continuity of operations during peak periods, absences, or shifting program needs. This is a part-time term position at 80% FTE (28 hours per week) and the salary indicated above will be prorated accordingly. Must be able to work 8:30 am- 4:30 pm on weekdays and occasional evenings and weekends. The Arts Co-op team operates with a hybrid work arrangement that offers up to two days a week working from home; however, hybrid work arrangements are subject to unit operational needs. 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 This position supports the daily operations of the Work Integrated Education and Student Engagement team that includes the Arts Co-operative Education Program, which serves approximately 800+ undergraduate and 200+ graduate students and engages with 3,000+ local, national, and international employers across all sectors. It also supports the Arts Student Engagement team, which oversees orientation and leadership programming for 3,500+ new undergraduate Arts students annually, and the UBC Arts Compass Student Engagement hub, a curated set of co-curricular resources and programs to help students navigate their UBC degrees with confidence. The role provides comprehensive administrative, financial, HR, and job cycle support, including coordination of the co-op recruitment cycle and acting as a primary point of contact for students, employers, and stakeholders. The position plays a central role in coordinating job postings, applications, and hiring processes. Organizational Status Reports to the Assistant Director, Systems & Administration and works closely with: Associate and Assistant Directors. Co-op Career Educators/Managers. Business Development team. Executive Director, Work Integrated Education and Student Engagement. Student Engagement team. Other Program Assistants and student staff. Interacts regularly with students, employers, and external partners and occasionally with faculty at UBC. Work Performed 1. Office Communication & Frontline Support Serve as the primary contact at reception, main email account, and phone line. Respond to inquiries regarding Work Integrated Learning and Student Engagement programs, job postings, timelines, and eligibility. Provide information to students, employers, and other external partners. Redirect complex issues to appropriate staff. Maintain professional, high-quality customer service. 2. Co-op Job Cycle Coordination Coordinate the full recruitment cycle, including: Managing job posting timelines and deadlines. Reviewing job postings for compliance (salary, duration, requirements). Posting positions in Symplicity database accurately and on time. Liaise with Business Development team, employers, and UBC co-op programs to distribute opportunities. Review student applications and follow up on incomplete submissions. Provide technical support to employers using recruitment systems. Assists in scheduling interviews and tracking outcomes. Coordinate job offers and advise students on next steps. Track student search/work terms, extensions, and other placements. Maintain documentation and continuously improve job cycle processes. 3. Program Administration & Intake Support Assists in coordinating the co-op intake/admissions process. Respond to prospective student inquiries and assess eligibility. Create standard communications (e.g., confirmation letters). Support workshops, events, and conferences. Maintain administrative procedures and documentation Order supplies as needed. 4. Systems & Academic Coordination (Symplicity/Workday/Canvas) Coordinate student registration and co-op course/grade entry. Troubleshoot registration and academic record issues. Support Canvas course setup for work/search terms. Verify co-op designation for graduating students. Generate reports and statistics. Assist with database management (Symplicity and Wor

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