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Senior Program Assistant, Workplace Learning
Company | The University of British Columbia |
Address | Greater Vancouver Metropolitan Area, Canada |
Employment type | FULL_TIME |
Salary | |
Category | Higher Education |
Expires | 2023-07-31 |
Posted at | 10 months ago |
Staff - Union
- May assist, advise and support students with program eligibility and/or application inquiries.
- Addresses routine program application and eligibility inquiries from students, supervisors and administrators, via email, phone, and in-person.
- Provides knowledge of, and support with, the use of CareersOnline (CMS) to ensure efficient and accurate collection and tracking of all Workplace Learning program data.
- Customer Service and Support
- Participates in preparing and monitoring program budgets.
- Coordinates arrangements for special events including invites and confirms attendees, booking of rooms, preparation of meeting or event materials/signage.
- Initiates replies to inquiries of a routine nature relating to the Unit s activities requiring an in depth knowledge of relevant subject matter, University guidelines, procedures and regulations and the ability to interpret and apply this information to the work of other University units.
- Creates and maintains program filing systems or contact databases, spreadsheets, and on-line survey tools, receives forms and processes according to guidelines.
- Monitors and tracks hours submitted bimonthly for individual positions and notifies appropriate supervisors/administrators of potential overtime hours.
- Collaborates in the development, production and dissemination of Workplace Learning program content and promotional materials including brochures, flyers and posters.
- Administers Workplace Learning programs by coordinating work processes, and establishing program schedules, calendars, and work flows.
- Provides administrative support to on-campus supervisors and administrators in the appointment of, and payment to, student employees and subsequent reimbursements to departments.
- Workplace Learning Program Administration
- Processes all program data to make reliable decisions and recommendations.
- Updates online program content to reflect annual deadlines and program criteria.
- Works on projects as required.
- Data Management, Analysis, and Reporting
- Assesses efficiency of work processes and makes recommendations for improvements to workflow, systems and protocols.
- Prepares and processes correspondence on behalf of program coordinators and/or program manager from composed mail merge databases; organizes and processes large mail outs.
- Reviews student appointment forms, electronic payroll reports, and program applications, including checking for accuracy, errors, omissions and irregularities; contacts program participants (students, supervisors and administrators) when required for clarification or notification.
- Develops, maintains, and applies working knowledge of a wide range of University policies pertaining to student employment.
- Performs critical financial functions associated such as reconciling payroll reports and tracking and reporting on program forecasts and expenditures.
- Uses and troubleshoots online system (CareersOnline) to post job postings from supervisors hiring UBC students and answers inquiries, assists and resolves minor technical difficulties for employers in the job posting process.
- Performs other duties as required.
- Maintains and updates student data base, updates personal information, payroll and employment data as it is received.
- Information relayed requires knowledge of all Centre for Student Involvement & Careers subject areas including activities of Career Education and Workplace Learning programs and events and the work of other University units.
- Other Responsibilities
- Assists with the creation of end-of-term assessment summaries and year-end reports.
- Provides support to students, prospective students, faculty, staff and other visitors to the unit; provides information on the Centre for Student Involvement & Careers, Student Development & Services, UBC and community resources; responds to all inquiries received in-person, by telephone, e-mail, on-line or mail from students, alumni, the workplace community, and campus partners and refers stakeholders to appropriate resource.
- Program Communications
- Collects and compiles data and program statistics throughout the program cycle and initiates review of programmatic areas to be revised to enhance programming.
- Financial Processing
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