Career Program Assistant

Position Job Title: Career Program Assistant

Location: Vancouver, BC

Reports To: Manager, Career Development Center

Job Summary

Under the direction of the manager, Career Development Centre/CDC, the Program Assistant provides operational and administrative assistance to the Program team, performs a variety of administrative, coordination, and logistical services in support of the operations of the Program/s, and assists the team with information management.

Primary Responsibilities

Operational and Administrative Support

• Maintain a tracking system of inquiries from students, employers, and faculties
• Act as the primary contact person during the absence of team members, following up on any emergencies with appropriate in-house employees and sharing the workload with CDC administrative assistant
• Enter program-related information and generates reports as required.
• Assist team members in inputting and editing program data information
• Develop and maintain an efficient filing system for the team
• Assist team members in preparing and formatting documents, including PowerPoint presentations, data information, monthly report, etc
• Help organize regular team meetings, including virtual and in-person, including the preparation and distribution of documents and providing the necessary technical devices
• Acknowledge receipt of correspondence and documentation in the absence of Program team and draft preliminary versions of correspondence to be reviewed by the program team and signed by the manager
• Take minutes of regular team meetings and other meetings with the assistance of and coordination with the CDC Administrative Assistant as required
• Assist all stakeholders (students, faculty and staff, and leadership) by providing them with the necessary documents and materials about the program
• Coordinate the proofreading and editing of documents as required
• Assist in coordinating the graduate practicum program and other work-integrated learning programming by tracking their completion for the programs, scheduling interviews as necessary, and e-filing the final documents/reports
• Work with CDC Administrative Assistant to coordinate work activities, meet deadlines, and provide support where needed
• Contribute to the electronic filing of team documents
• Perform other related duties in accordance with instructions from the manager
• Work with the CDC portal information, incoming emails, and databases to monitor various aspects related to communications and inquiries on program processes, procedures, and outcomes
• Assist the Program Graduate Practicum coordinator and Work-Integrated Learning Coordinator in maintaining and updating the Program’s information on the UCW student portal on a required basis, carries out specific web searches, and downloads workshop documents or records for the student portal
• Maintain program reports and documents.
• Maintain and update the team’s databases and mailing lists using the Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook

Workshops and Events

• Liaise with program team members to plan, schedule, room booking, and organization and logistics
• Coordinate the registration process and acts as the contact person for the participants.
• Coordinate and disseminate all internal and external material, including publicity and background documents for program-related events; coordinate appropriate communications among team members and with students, faculty, and employers
• Prepare information and communication packages and sends material to participants in a timely manner; and
• Liaise with members of workshop presenters to coordinate logistical arrangements for workshops that take place virtually or in person
• Liaise the CDC team with IT, Facilities, and other departments as required to ensure the smooth functioning of activities

Qualifications

• General knowledge of university policies or processes
• Attention to detail and accuracy
• Evidence of advanced English skills with written skills at a formal university level
• One to three years experience in education or a related field in a fast-paced environment or an equivalent combination of education and experience
• Ability to engage with students, faculty, and staff and constructively problem-solve
• Bachelor’s Degree in education, master’s degree in education is preferred
• Able to provide respectful, tactful, fair, and efficient support to culturally diverse groups including students, staff, faculty, and other affiliates
• Adaptability and change management skills
• Proven ability to work independently and in a team
• Proven ability to create and manage documents and electronic filing systems
• Proven service-oriented focus
• Advanced computer skills and proficiency in Microsoft applications (Excel, PowerPoint, and Word and Outcome)
• Strength in organization, time, and task management to be efficient, effective, dependable
• Strong communication skills in both oral and written

Diversity and Inclusivity Statement

University Canada West is strongly committed to equity, diversity, and inclusivity within its community and especially welcomes applications from racialized persons / persons of color, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

The University recognizes that applicants may have had obligations outside of work that have negatively impacted their record of achievements (e.g., parental, elder care, and/or medical). You are not required to disclose these obligations in the hiring process. If you choose to do so, the University will ensure that these obligations do not negatively impact the assessment of your qualifications for the position.

If you require any accommodations at any point during the application and hiring process, please contact [email protected].

Land Acknowledgement

The University acknowledges that the territories on which UCW and its campuses are situated are the traditional, ancestral and unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish) and Səl̓ílwətaʔ

W(Selilwitulh) Nations. We thank them for having cared for this land since time immemorial, honor their graciousness to the students who seek knowledge here and iterate our dedication to valuing the ongoing contributions of Indigenous peoples and communities.

We greatly appreciate your time and efforts in applying for the position at UCW, however, please note only successful candidates will be contacted.