News > Job Opportunity: Senior Program Assistant

Job Opportunity: Senior Program Assistant

posted on August 10, 2018
University of British Columbia

Business Title: Senior Program Assistant

VP/Faculty: Faculty of Arts

Department: Arts Co-op

Salary: $48,132.00 (Annual)        

Desired Start Date: 2018/09/03

Job End Date: 2019/09/02

Closing Date: 2018/08/15


Job Summary

This position oversees the daily operations of the Arts Co-operative Education Program which serves approximately 650 undergraduate and 150 graduate students in Arts, and approximately 3000 local, national, and international employers from all sectors of the economy. The position is responsible for all of the administrative functions of the program, and is expected to independently provide complex information to the Program's internal and external stakeholders, particularly students, employers, faculty, parents, other co-op programs, and other stakeholders.


Work Performed

  • Oversees the administrative operations of the Arts Co-op Program including coordinating work processes, establishes work schedules and priorities, and resolves complex issues for students, employers, and other stakeholder groups.


Office Communications:

  • Main administrator of Arts Co-op e-mail account and Arts Co-op main phone line
  • Performs preliminary review of all e-mail
  • Forwards appropriate messages/tasks/requests to junior CUPE 2950 or other staff as appropriate
  • Handles and resolves complex application related inquiries
  • Handles and resolves complex employer inquiries (job opportunities, postings, hiring timeline, interviews etc)
  • Handles faculty/inter-unit requests and inquiries
  • Approves job descriptions that employers submit based on their fit with program requirements; delegates posting of approved positions to junior CUPE 2950 position and student workers as appropriate
  • Oversees student job application policy and reviews student co-op job applications to ensure they adhere to the policy; blocks student applications if they do not
  • Oversees interview scheduling requests from employers and delegates work as appropriate
  • Tracks and reports on all interview activity and undertakes follow-up with employers
  • Requests and relays interview feedback from employers to students
  • Coordinates and tracks all co-op job offers and is liaison between employers and students during the job offer process
  • Advises students with next steps after they have accepted a job offer
  • Advises students on next steps for international co-op work term
  • -Tracks, records and liaises with all student self-directed placements and work term extensions


Student Information System Administration, Registration, Grading, Co-op Designation, Graduation:

  • Oversees complex student records
  • Is the Program's SISC administrator
  • Initiates, delegates and/or executes ASTU registration process, co-op designation and graduation checks for Arts Co-op students
  • Delegates data entry tasks to junior CUPE 2950 position
  • Enters co-op grades into FSC for co-op courses
  • Assigns FSC data entry tasks to junior CUPE 2950 position
  • Oversees Program's Search Term Registration policy for new students including monitoring student job application records and advising Director on whether students have met policy requirements or not


Database Management

  • Oversees the Program's database, Symplicity, and is the Program's sole "Superuser," so is responsible for the database's design, trouble-shooting errors with Symplicity Corporation and UBC IT
  • Assesses Program's needs and modifies the database based on these needs
  • Responsible for back-end and records management, form building and maintenance, and managing mass e-mail services



  • Provides weekly stats (Interviews, offers and placements) to Co-op Program Director and staff
  • Produces complex data reports for Director, Dean, and other stakeholders


Documents and Letters:

  • Creates formal documentation and letters for students and employers (work permit/visa support)
  • Delegates day to day documentation tasks to junior CUPE 2950 position


Office Administration and Finances:

  • Responsible for a variety of administrative functions such as:
  1. Finance and staffing related tasks and forms
  2. Office maintenance/facilities requests
  3. Oversees soft and hard copy filing systems
  • Delegates junior responsibilities for day-to-day administrative tasks to junior CUPE 2950 role as appropriate


Recruitment and intake:

  • Prepares recruitment materials and presents program details at information sessions for prospective students
  • Responds to complex program eligibility questions from perspective students
  • Builds online recruitment application forms for undergraduate and graduate student intakes and coordinates student applications to the Program
  • Oversees recruitment process logistics: intake interview scheduling, writing activity, intake student records management (Symplicity and spreadsheet), student messaging
  • Participates in the vetting and intake interview process for new students with other co-op staff


Conference Planning/Logistics:

  • Assists with planning annual pre-employment conferences for new co-op students by booking rooms, scheduling speakers, and delegating administrative tasks to junior CUPE 2950 program assistant (ie. Nametags, supplies)
  • Facilitates conference session pertaining to Program Job application and registration policies



High School graduation and two years post-secondary education.  an undergraduate degree in Arts or relevant discipline preferred  4 years related experience or the equivalent combination of education and experience.  Experience in Arts education and/or Co-operative Education preferred.  Ability to work under pressure to meet deadlines and complete work without errors. Advanced experience with MS Office suite, particularly Outlook, Excel, Word, and Powerpoint. Ability to operate job related equipment. High level of accuracy and attention to detail. Ability to prioritize and accurately maintain schedules and processes. Ability to efficiently and effectively coordinate tasks, and to manage multiple tasks and priorities. Ability to solve problems based on Program's policies and procedures. Ability to respond to complex inquiries verbally and in writing. Ability to listen actively and obtain clarification as required. Ability to develop and maintain cooperative and productive working relationships with Program Staff, Faculty of Arts staff, and program stakeholders, particularly students and employers. Ability to work effectively independently and in a team environment. Ability to provide high quality service sin a courteous, professional manner.

To apply please click here.