Program Assistant, Centre For Community Engaged Learning

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Program Assistant 2 (Gr5)
Job Title
Program Assistant, Centre for Community Engaged Learning
Department
Student Engagement Assistants | Centre for Community Engaged Learning | Student Affairs
Compensation Range
Posting End Date
April 28, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Summary
The UBC Centre for Community Engaged Learning (CCEL) is an innovative model for the advancement of community-based approaches to experiential learning. The Centre engages students, faculty, staff, and community in building their capacity to collaborate toward the resolution of complex community-based challenges. The unit works with diverse stakeholders to engage students in short-term community-based projects and ongoing weekly placements that contribute to the achievement of community goals.
The UBC-CCEL Program Assistant is responsible for assisting with the administration of community experiential learning (CEL) projects and other centre-wide programs.
The Program Assistant will: a) coordinate student recruitment and registration; information sessions and orientations; and related communication materials and event logistics; b) maintain CCEL databases, ensure on-going and accurate data tracking, and assist with program reporting and evaluation c) coordinate meetings, events and workshops for students, faculty and community partners; d) provide support to colleagues within CCEL including organizing meetings, documenting decisions and following-up on planning activities.
Organizational Status
Reports to a CCEL Engagement Advisor.
Works with CCEL staff, faculty and students as well as other UBC partners, and colleagues in operations and administration as required and may also be required to liaise with partners external to UBC, such as non-profit community organizations, schools and businesses as relevant to the position.
Work Performed

• Oversee the Centre’s project and partnership database as follows:
• Assist with day-to-day administration and support for CCEL such as website updates, social media postings, organizing meetings, taking meeting notes, purchasing supplies, tracking and reconciling monthly expenses for the Centre (and other finance-related duties as required), facilitating office maintenance requests, and assisting with onboarding new staff.
• Assist with CCEL’s student grant program including a) supporting communications to prospective applicants and grant winners; b) responding to student questionsc) processing grant contracts and d) project report and invoice intake.
• Ensure that data records on initiatives and programs are accurate and up-to-date
• Assist with regular reporting of activities including but not limited to supporting data analysis and responding to data requests for internal and external reporting purposes
• Assist with planning and implementing of program evaluation - including communicating with participants; running database queries; collecting and collating evaluation responses; and preparing and disseminating surveys and summary documents
• Support the collection and tracking of curricular and co-curricular participation data including but not limited to project descriptions; course names and sections; student numbers; partner organizations, faculty participants; etc
• Coordinate the production of marketing and communications assets, such as: a) monthly CCEL newsletters for students as well as community partners and faculty; b)printing of materials and assisting with photo shoots, audio-visual recordings, and social media and/or web publication for events.
• Provide guidance to other CCEL staff using data tracking systems including answering queries, and providing training as required.
• Support community partners seeking to engage students in opt-in and episodic opportunities in the community, duties may include: assisting and advising partners on crafting project/position descriptions for students; recruiting students; and supporting postings to Careers OnLine.
• Coordinate elements of CCEL programming, such as: a) recruitment and registration of student, staff and alumni b) logistics for orientation and training of project leaders and student participants; c) co-facilitation of orientation and training sessions as required.
• Act as an initial point of contact for students, faculty and community partners seeking general information about CCEL and community engaged learning at UBC.
• Coordinate and support co-curricular program logistics including event promotions, room bookings, program evaluation.
• Monitor effectiveness of data tracking systems and processes, providing recommendations to manager for efficiencies and revisions as required
• Other related responsibilities as required.

Consequence of Error/Judgement
Must exercise tact and diplomacy in interacting with students, staff, alumni and faculty from UBC, staff at community organizations, and individual community members. The Centre for Community Engaged Learning has a high profile in the community and engage program participants in a variety of situations. All program staff must be aware of the need to minimize risk to participants and maximize the perceived and actual sensitivity of the program and the university to community issues. As the department is handling confidential information, staff must understand and respect the principles of confidentiality. Errors in judgment or the disclosure of confidential information could have very public consequences, affecting the reputation of the Centre and/or resulting in embarrassment to the University of British Columbia and its senior administration.
Supervision Received
Functions under the management and supervision of a CCEL Engagement Advisor
Supervision Given
This position may supervise part time student staff.
Qualifications
Education:

• One year minimum of post-secondary education, plus three years of related experience.

OR

• An equivalent combination of education and experience.

Experience:

• Experience building, using, and managing databases required.
• Experience establishing priorities and setting and meeting deadlines in a complex, every changing environment.
• Experience supporting the recruitment students for events and programs.
• Experience assisting with program planning and implementation.
• Experience developing online newsletters and other communications tools.
• Experience working in a university, non-profit organization, or school setting an asset.
• Experience in event planning and promotion.
• Experience overseeing the administrative work in a small sized office.

Knowledge/Skills:

• Ability to work flexible hours, including evenings and weekends.
• Knowledge of the public school system and/ or non-profit organizations and inner city issues an asset.
• Commitment to the goals of UBC’s Strategic Plan and CCEL’s mission, vision and values.
• Knowledge of community engaged learning and the value of community and university partnerships.
• Adaptive, with ability to set priorities, take initiative, meet deadlines and anticipate and solve problems.
• Knowledge of and sensitivity to the university community; specific knowledge about CCEL’s programs and UBC an asset.
• Ability to edit and update webpages using content management software.
• Both goal and process-oriented with a demonstrated ability to work in a fast-paced environment and strong attention to detail.
• Excellent communication skills, both verbal and written.
• Data Organization and Analysis an asset (eg. Pivot Tables, Vlookup, Tableau, etc.)
• Ability to problem solve and refine processes for efficiency.
• Excellent interpersonal skills with a demonstrated ability to work collaboratively in a team.
• Ability to take the lead when coordinating team wide activities as required.
• Strong computer skills, including Microsoft Office programs and database software; specific experience with UBC systems (e.g. Symplicity, SISC, FMS) an asset.
• Excellent organizational skills, including ability to organize and promote events.