Program & Admin Support Jobs

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Program Assistant 2 (Gr5)

Job Title

Program & Admin Support

Department

Co-op Program Support | Co-operative Education Program. Arts

Compensation Range

$4,188.00 - $4,400.00 CAD Monthly

Posting End Date

August 4, 2023

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

Job End Date

Job Summary

This position supports the daily operations of the Arts Co-operative Education Program, which serves

approximately 800+ undergraduate and 200+ graduate students in Arts, and approximately 3000 local,

national, and international employers from all sectors of the economy. The position supports the administrative functions of the program and office, providing HR, financial, and general program administrative support. During high volume times, this position also provides support around the co-op job cycle, including coordinating the job cycle process and providing routine information to the Program’s internal and external stakeholders, particularly students, employers, faculty, parents, and other co-op programs.

Organizational Status

This position reports to the Assistant Director, Systems & Administration. It works in close co-operation with the Associate and Assistant Directors, Co-op Career Educators/Managers, other Program Assistants and student workers. Provides some administrative support to the Executive Director, Work Integrated Education and Career Initiatives for Arts Compass programming. The position also works closely with employers to support their hiring processes and supports prospective and current students in the Program.

Work Performed

Co-op Program Office Support

• Compiles reports on various data points related to key performance indicators for student success in the program under direction of the Assistant Director, Systems and Administration and other co-op staff
• Performs other duties as required
• Provides administrative and logistical support for co-op conferences and workshops
• Provides information about co-op program to prospective students; Responds to student queries regarding program eligibility and forwards more complex queries to M&P staff
• Coordinates and tracks the Program intake process, including scheduling intake interviews and coordinating decline and acceptance process
• May participate in intake interviews
• Tracks and orders office supplies; coordinates and submits key, facilities, and access requests
• Creates routine, template-based correspondence such as co-op confirmation letters
• Documents and updates unit’s administrative processes

Financial and HR Processing for the Co-op Program and The Compass

• Completes student appointments in Workday and resolves any issues with student appointment; generates student hourly reports for program managers
• Reconciles monthly ledgers; investigates irregularities as required in consultation with Assistant Director, Administration and ASC Finance team
• Coordinates processing of financial paperwork for Arts Co-op awards as well as transfers for awards and payouts
• Coordinates the payment of workshop fees
• Coordinates, tracks, and reconciles expenses; submits to ASC Finance team for Workday processing
• Holds Arts Co-op corporate Visa card and coordinates reconciliation process with ASC team

SISC, Canvas, and ARTC Coordination

• Investigates and resolves any issues with students grades or co-op designation in SISC; forwards more complex queries to Assistant Director, Systems and Administration
• Coordinates and tracks entry of students’ co-op grades into SISC, registers students into appropriate SISC courses, enters co-op grades in FSC; resolves student queries regarding courses registration, and verifies co-op designation for graduating students
• Generates related reports and stats
• Assists in setting up search and work term Canvas courses each term, and troubleshoots problems with Arts ISIT as needed

Job Cycle Process Support (during busy times)

• Schedules interviews, tracks and reports on interview activity, and undertakes follow-up with employers
• Tracks and records all student search and work terms (including extensions and self-directed terms) in Symplicity and appropriate spreadsheet
• Reviews job applications to be sent to employers; pulls incomplete student job applications, and emails students with explanation
• Ensures information is posted in Symplicity database accurately and in a timely manner; follows special instructions and deadlines as specified by the employers
• Forwards any new employers to Career Educators/Managers or Business Development team for any follow-up
• Reviews postings to ensures they meet all co-op requirements in terms of job nature, length, salary range, etc.
• Liaises with other UBC co-op programs to ensure that job postings are distributed to the appropriate programs
• Assists with records management, form building, maintenance, and managing mass e-mail services
• Provides technical support to employers should they encounter issues accessing Symplicity or job bundles
• Coordinates and tracks all co-op job offers and liaises between employers and students during the job offer process. Processes employment offers, and advises students on next steps after they have accepted a job offer

Consequence of Error/Judgement

Failure to adequately assess employers and job postings could result in students being hired in inappropriate work environments. Failure to apply policies and procedures established by the University, UBC Arts Co-op and the Co-operative Education and Work Integrated Learning Association (CEWIL) could result in loss of accreditation and/or financial support. Poor judgement, errors or lateness will have a significant impact on the Program and could lead to loss of student jobs, financial support, and negatively impact the reputation of the UBC Arts Co-op Program.

Supervision Received

The Program Assistant works independently under the general direction from the Assistant Director, Systems and Administration. They will be required to exercise tact and discretion and be able to interpret and follow Program policies and practices. They will receive specific instructions on unusual problems or on matters that significantly depart from established policies and procedures. They will also receive work from the Associate Director, all Co-op Career Educators/Managers, and Business Development team, and the Executive Director, Work Integrated Education and Career Initiatives.

Supervision Given

The position may provide occasional direction to 1-2 student workers in the absence of other senior staff. Assists in the training of new or temporary staff with reception procedures, the co-op database and general pertinent office procedures. Is not required to supervise others, but may be asked to explain co-op database and work procedures to new or inexperienced staff.

Minimum Qualifications

High School graduation, plus one year of post-secondary education, plus three years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

Experience in Arts education and/or Co-operative Education preferred. Advanced experience with MS Office suite, particularly Outlook, Excel, Word, PowerPoint, Teams, and OneNote. Ability to learn new software systems like Symplicity and SISC.

High level of accuracy and attention to detail. Ability to prioritize and accurately maintain schedules and processes. Ability to work under pressure to meet deadlines and complete work without errors. Ability to solve routine problems based on Program’s policies and procedures, and refer more complex problems to senior staff. Ability to respond to routine inquiries verbally and in writing. Ability to listen actively and obtain clarification as required. Ability to deal with people in a courteous, calm manner and have excellent customer service skills,

Ability to develop and maintain cooperative and productive working relationships with Program Staff, Faculty of Arts staff, and stakeholders, particularly students and employers. Ability to work effectively independently and in a team environment.