Position Job Title: Career Program Assistant
Location: Vancouver, BC (Hybrid)
Reports To: Associate Director, Career Development Centre
Application Requirement: Cover Letter
Primary Purpose
Under the direction of the Associate Director, Career Development Centre, 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.
Specific Responsibilities
Operational and Administrative Support
- Maintains program reports and documents.
- Acts as the main contact person during the absence of team members, following up on any emergencies with appropriate in-house employees and sharing the workload with the CDC administrative assistant.
- Acknowledges receipt of correspondence and documentation in the absence of the Program team and drafts preliminary versions of correspondence to be reviewed by the Program team and signed by the manager.
- Assists team members in preparing and formatting documents, including PowerPoint presentations, data information, monthly reports, etc.
- Develops and maintains an efficient filing system for the team.
- Maintains a tracking system of inquiries of students, employers, and faculties
- Maintains and updates team’s databases and mailing lists using the Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook.
- Works with the CDC portal information, incoming emails, and databases to monitor various aspects related to communications and inquiries on program processes, procedures and outcomes.
- Contributes to electronic filing of team documents.
- Coordinates the proofreading and editing of documents as required.
- Enters program-related information and generates reports as required.
- Helps organize regular team meetings, including virtual and in-person, including the preparation and distribution of documents and providing the necessary technical devices.
- Takes minutes of regular team meetings and other meetings with the assistance of and coordination with the CDC Administrative Assistant as required.
- Assists 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, carrying out specific web searches and downloading workshop documents or records for the student portal.
- Assists team members in inputting and editing program data information.
- Assists in the coordination of the graduate practicum program and other work-integrated learning programming by tracking their completion of the programs, scheduling interviews as necessary and e-filing the final documents/reports.
- Assists all stakeholders (students, faculty, staff and leadership) by providing them with the necessary documents and materials about the program.
- Works with CDC Administrative Assistant to coordinate work activities, meet deadlines, and provide support where needed.
- Performs other related duties in accordance with instructions from the manager.
Workshops and Events
- Liaises with members of workshop presenters to coordinate logistical arrangements for workshops that take place virtually or in person.
- Liaises with program team members to plan, schedule, room booking and organization and logistics.
- Liaises the CDC team with IT, Facilities, and other departments as required to ensure the smooth functioning of activities.
- Coordinates and disseminates all internal and external material, including publicity and background documents for program-related events; coordinates appropriate communications among team members and with students, faculty, and employers.
- Prepares information and communication packages and sends material to participants in a timely manner; and
- Coordinates registration process and acts as contact person for the participants.
Position Requirements
- Bachelor’s Degree in Education, Master’s degree in Education is preferred.
- One to three years experience in education or a related field in a fast-paced environment or an equivalent combination of education and experience
- Able to provide respectful, tactful, fair, and efficient support to culturally diverse groups including students, staff, faculty, and other affiliates
- Strong communication skills in both oral and written.
- Proven ability to create and manage documents and electronic filing systems.
- Proven service-oriented focus.
- General knowledge of university policies or processes.
- Strength in organization, time and task management to be efficient, effective, dependable
- Attention to detail and accuracy.
- Evidence of advanced English skills with written skills at a formal university level.
- Ability to engage with students, faculty and staff and constructively problem-solve.
- Proven ability to work independently and in a team.
- Adaptability and change management skills.
- Advanced computer skills and proficiency in Microsoft applications (Excel, PowerPoint and Word and Outcome).
To apply for this role, please submit your resume and cover letter in one PDF file.
We greatly appreciate your time and efforts in applying for the position at UCW, however, please note only successful candidates will be contacted.
University Canada West is strongly committed to equity, diversity and inclusivity within its community and especially welcomes applications from racialized persons / persons of colour, 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 include this note in your application.
