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

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Please note this position is a leave replacement for a fixed term duration.

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 Program Assistant will provide clerical and administrative support to the International Student Development (ISD) staff team, an administrative department within Student Affairs, at UBC-V. Specifically, the incumbent is responsible for assisting with the administration of the Mastercard Foundation Scholars Program, World University Services of Canada (WUSC) scholarship program and the Global Lounge.

Organizational Status
The Mastercard Foundation Scholars Program provides young people from Africa with access to quality and relevant university education at UBC and the Program Assistant will be responsible for providing support to many aspects of the program including graduate admissions processes; reporting; event logistics; data gathering/analysis; and other administrative tasks that ensure the effective and smooth running of the program. The WUSC scholars program provides displaced and/or refugee youths with access to high-quality education at UBC through permanent resident sponsorship to Canada. As well, the Program Assistant will perform activities required to support the programs delivered by the Global Lounge, a place-based, programming hub overseen by ISD. International Student Development (ISD) helps create conditions for international and refugee students at UBC-V to thrive and facilitates global learning on campus for all students.    

Work Performed

Student Support and Engagement

·       As a point of contact for students, faculty and staff seeking information about ISD programs at UBC, provides general information and advice (as appropriate). Receiving inquiries with empathy, sensitivity and knowledgably assists with providing information or referral to appropriate campus support.

·       Provides input into the Mastercard Foundation Scholars Program graduate admissions and arrival policies; develops, maps and implements, in coordination with Program Director, and the Program Manager administrative procedures.

·       Composes professional correspondence and initiates replies with students, faculty and staff on moderately complex matters, including but not limited to, communicating and supporting participants with pre-arrival preparations, transitional supports, managing advanced funding, and receipt reporting procedures. Carefully identifies the nature of the presented concerns and formulates responses based on knowledge programs and departmental practices and interpretation of policies and guidelines.

·       Communicate regularly with faculty-based admissions staff to ensure communication with each applicant is tracked and coordinated.

·       Communicate with UBC academic program staff to arrange flights for students traveling to and from UBC, including initial arrival, conferences, internships, and returning home, with approval of program staff.

·       Maintain confidentiality of student data according to established policies and protocols.

Communication and Administrative Support

·       Compile and monitor graduate applications duties including but are not limited to: assessing incoming electronic application files for completeness; following-up, as necessary, to obtain outstanding application materials; and resolving inconsistencies in application files.

·       Respond accurately and in a timely manner to all inquiries received in-person, email, by phone, or online with appropriate responses and referral to appropriate campus resources.

·       Prepare applications for review by program staff and selection committee.

·       Ensure procedure documents are up-to-date and track routine procedures in writing as necessary. Assists in data gathering, tracking and consolidation to support the creation and development of program reports.

·       Provide logistical support for programs, student meetings, and other events.

·       Support Work Learn hiring processes.

·       Support the administration of programs including the Global Fund, World’s Challenge, Social Entrepreneurship Fund, and other programs.

·       Coordinate the Global Lounge booking system and correspond with booking parties.

·       Assist with the maintenance of websites and social media accounts, including, but not limited to, updating student profiles, adding information about events, uploading pictures or graphics, and ensuring that links and information are current.

·       Prepare written materials for external communications and websites as needed.

·       Provide clerical support including, but not limited to, scheduling, note taking and minutes, data entry, file management, mail merges, registration processing, purchasing, expense submission etc.

·       Works sensitively with individual circumstances and communicate effectively and empathetically with a highly diverse population. Works effectively with speakers of English as an additional language (EAL) and newcomers of Canada.

·       Performs other duties as required.

Consequence of Error/Judgement
Negative interactions with applicants and students, other UBC staff including faculty representatives, staff at other academic institutions and the public can result in damage to UBC's reputation. Inappropriate judgment can result in loss of reputation for UBC, damage to UBC’s relationship with a major donor, and negative impact on UBC’s ability to meet its recruitment targets for international undergraduate students.

Supervision Received
This position reports to the Program Director, International Student Experience. The Program Assistant works with minimal supervision. The incumbent will receive specific instructions on new projects. Consults with supervisor on matters which depart from established policy or procedures.  Expected to actively prioritize a variety of tasks and utilize judgment to problem solve solutions.

Supervision Given
No supervision of others is required.

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

- Exhibits strong attention to detail and critical thinking in executing tasks accurately and efficiently

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

Preferred Qualifications

• High School graduation and 1 year related training.  Higher education degree or diploma preferred.
• Experience or Knowledge of context and issues of students from an African and/or Refugee background
• 2 years of related experience or the equivalent combination of education and experience
• Ability to work with a high degree of accuracy and attention to detail
• Ability to prioritize work and to meet deadlines

• Strong verbal and written communication skills and effective interpersonal, customer service and organizational skills.
• Experience working at a public post-secondary institution
• Experience working with students at the post-secondary level
• Knowledge of principles of intercultural communication, equity and inclusion, and anti-racism
• Experience working in student services 
• Experience with communications, marketing, WordPress website and social media coordination
• Experience with event and space coordination
• Training in office procedures and practices. Strong ability to use Microsoft Suite of programs
• Ability to exercise tact and discretion when handling sensitive and/or confidential matters
• Ability to communicate within a highly diverse environment and able to use varied communication techniques to provide effective and responsive support to individuals, particularly students, from many different cultures
• Ability to exercise good judgment, works sensitively with individual circumstances and communicates accurately and empathically with a highly diverse population. Works effectively with speakers of English as an additional language.
• Ability to work independently and as a member of a team
• Ability to operate a normal range of office equipment
• Experience living abroad preferred
• Ability to work after hours occasionally.