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

Curricular Programs Assistants | Centre for Community Engaged Learning | Student Affairs | VP Students

Compensation Range

$4,314.00 - $4,532.00 CAD Monthly

Posting End Date

August 25, 2025

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

Job End Date

Ongoing

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

The UBC Centre for Community Engaged Learning (CCEL) is an innovative model for the advancement of community-based approaches to experiential education. The Centre engages students, faculty, staff, and community in building their capacity to collaborate toward the resolution of complex community-based challenges. CCEL works closely with faculty, students and staff across campus to integrate community engaged and experiential education into academic courses and to ensure a range of meaningful co-curricular learning opportunities are also available. At the same time, the Centre works with diverse organizations in the community, including non-profit and for-profit organizations and public schools, to engage students in short-term community-based projects and ongoing weekly placements that contribute to the achievement of community goals. The UBC Centre for Community Engaged Learning is considered a Canadian leader in the fields of university-community engagement and community engaged learning.

The UBC-CCEL Program Assistant is a highly collaborative role, where the incumbent is responsible for assisting with the administration of several programs and services that support and enhance student’s disciplinary learning and/or opportunity to engage in valuable co-curricular experiences. Specifically, the program assistant will operate in support of the University's commitment to increased opportunities for students to participate in undergraduate research and experiential education. Programs will include, but are not limited to, Student Directed Seminars (SDS), the Multidisciplinary Undergraduate Research Conference (MURC), and Let’s Talk Science (LTS).
The Program Assistant, as an in-person front desk role, will:
a) coordinate effective communications via multiple channels; serve as point of contact for student recruitment and registration; support information sessions and orientations; and plan and execute event logistics; b) administer the conference abstract intake, updates presenter master list and key documents to ensure student presenter information is up to date. c) administer student intake processes, manages program inbox by responding to inquiries from students, staff, faculty, coordinate applications, recruitment channels across programs d) maintain CCEL databases, ensure on-going and accurate data collection and tracking, and assist with program reporting and evaluation
e) coordinate meetings, events and workshops for students, faculty and community partners; f) provide support to colleagues within CCEL including organizing meetings, documenting decisions and following-up on planning activities.

Organizational Status

Reports to the Learning Initiatives Coordinator.

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

Program Support: Provide Centre- wide, cross-functional support as follows:

• Coordinate elements of programming, such as: a) recruitment and registration of student participants, student volunteer staff, faculty and alumni b) logistics for orientation and training; c) co-facilitation of orientation and training sessions as required.
• Provide administrative backbone support to select programs by a) supporting communications to students, staff and faculty; b) responding to student, staff and faculty questions c) supporting the tracking of student staff hours d) supporting the intake and organization of key program documents such as applications, reports etc. e) support the tracking and reconciliation of program budgets and expenses.
• 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
• Provide administrative and logistical support including arranging meeting bookings, managing Zoom meeting technology, in-person event set up/tear-down, taking meeting notes/minutes, and other related tasks as assigned.

Communications: Administer the Centre’s communication processes as follows:

• Act as an initial point of contact, on-site at the CCEL office, for students, faculty and community partners seeking general information about CCEL, its programs and community engaged learning at UBC.
• Produce marketing and communications assets, such as: a) program recruitment material for students as well as community partners and faculty, and event marketing materials (e.g. posters, promo blurbs, infographics etc.) for website, social media, newsletter, and other digital/print platforms for program promotion, recruitment and information sharing purposes.
• Create, edit, publish and regularly share content (e.g. original text, photos/images, videos and news) to help increase awareness and participation in CCEL programming, promote stories of social impact, build meaningful connections, facilitate knowledge exchange, and encourage audience members and program participants to take action.
• Develop webpages and update CCEL’s website using WordPress.
• Data: Administer Centre-wide program, project and partnership database. Ensure that data records on Centre-wide initiatives and programs are accurate and up-to-date
• Support the collection and tracking of curricular and co-curricular participation data
• 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;
• Monitor effectiveness of data tracking systems and processes, providing recommendations to supervisor for efficiencies and revisions as required
• Provide guidance to other CCEL staff using data tracking systems including answering queries, and providing training as required.

Other Duties

• Purchasing office and program related 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.
• 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 the Learning Initiatives Coordinator.

Supervision Given
This position may supervise part time student staff. The Program Assistant is expected to help train new student staff on work procedures.

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.

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

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

Knowledge/Skills:

• Knowledge of community engaged learning and the value of community and university partnerships.
• Professional Attitude: Demonstrates a collaborative, proactive, and a solution–oriented attitude with the ability to adapt to changing priorities while maintaining professionalism and commitment to program success.
• Excellent time-management skills and punctuality with a demonstrated ability to prioritize tasks, meet deadlines, and reliably manage a consistent schedule in a student-facing environment.
• Excellent communication skills, both verbal and written.
• Strong computer skills, including Microsoft Office programs and database software; specific experience with UBC systems (e.g. Simplicity, SISC, Workday,) an asset.
• Data Organization and Analysis is required (e.g. Pivot Tables, Vlookup, Tableau, etc.)
• Ability to edit and update webpages using content management software.
• Ability to problem solve and refine processes for efficiency.
• Adaptive, with ability to set priorities, take initiative, meet deadlines and anticipate and solve problems.
• Both goal and process-oriented with a demonstrated ability to work in a fast-paced environment and strong attention to detail.
• Ability to take the lead when coordinating team wide activities as required.
• Excellent organizational skills, including ability to organize and promote events.
• Excellent interpersonal skills with a demonstrated ability to work collaboratively in a team.
• 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 the university community and specific knowledge about CCEL’s programs and UBC an asset.
• Ability to work flexible hours, including evenings and weekends.