Vancouver - Point Grey Campus
CUPE 2950 (Cler/Secr/Library)
CUPE 2950 Program Assist
Program Assistant 2 (Gr5)
CREATE Program Coordinator
Faculty of Science
Quantum Matter Institute
Desired Start Date:
Job End Date:
Possibility of Extension:
Provides administrative and secretarial support to the Program Director primarily in relation to the Quantum Computing research training program.
In the next two decades, it is expected that quantum computing will allow us to solve some of the world's most pressing computational and societal problems that are unsolvable by classical computers. UBC, SFU and UVic are developing a new multidisciplinary graduate program designed to provide specialized training in quantum computing. The program will complement and strengthen our existing graduate programs in physics, electrical and computer engineering, chemistry, and computer science. Our objective is to offer a unique training paradigm that spans the entire field of quantum computing from building quantum computers ("hardware") to creating new applications ("software"). The uniqueness of the proposed program lies in the scope and practical aspects of the training. Driven by rapidly increasing local industry demands for trainees, the program will include hands-on workshops embedded within graduate courses, with workshops co-taught by industry professionals. Our program will be the first in the world to produce graduates capable of both building elements of quantum computing hardware and programming and developing quantum computing algorithms, systems and applications. To ensure job readiness among our trainees, the program has been developed in consultation with our industry partners in BC as well as other Canadian and multinational companies involved in quantum computing. Newly designed professional development workshops in communication, commercialization and entrepreneurship, a Mitacs workshop in project management, as well as courses, research projects, and industrial internships, will provide students with the communication and planning skills, and highly specialized software and hardware technical expertise, required for careers in the rapidly growing quantum technologies sector.
Receives work directly from the Program Director. This role based within the Stewart Blusson Quantum Matter Institute, requires close liaison with UBC faculty across multiple departments and units including Quantum Computing research cluster members, partner universities (SFU, UVic), students and external partners.
General Secretarial Duties to Program Director:
For Quantum Computing research training program:
- Performs front office duties such as receiving visitors, answering inquiries from students and the public; maintains a professional and courteous manner, communicating effectively and tactfully with individuals at all levels in giving and obtaining information and in explaining practices and procedures.
- Acts as personal and confidential secretary to the Program Director: Opens and screens incoming calls and mail, referring matters for reply or additional information, and prioritizing for the Director's attention; Brings forward and identifies items needing follow-up action.
- Composes correspondence from brief oral instructions/notes or initiates draft responses for the Director's consideration.
- Researching topics of interest to the Director from brief oral instructions, making use of various resources including internet.
- Organizes meetings and events which include: coordinating a suitable time, booking the room and/or online video conference, setting up a folder for agenda material, distribution of agendas, taking and distributing minutes, arranging catering as necessary.
- Maintains filing system for the Director.
- Collects and collates various statistics of interest to the Director.
- Performs other related duties.
- Web page editing, content development, updates, tracking engagement and maintenance of accuracy and currency for https://quantumcomputing.ubc.ca/ and https://quantumcomputing.ubc.ca/education
- Development of promotional material for student recruitment, forms and procedures
- Collects and documents information on UBC quantum computing activities e.g. publications, grants, awards, podcasts, events
- Develop and disseminate communication materials on quantum computing activities and impact for use on websites, presentations and other communication platforms for internal and external audiences
- Prepares and assembles graduate application package (including transcripts, reference letters), etc.) for review by the Scholarships Committee, notifying applicants of their status; and processing the resultant acceptances or rejections.
- Organizing and maintaining graduate student records; tracking student progress in the program, collecting student reports
- Interaction with industrial partners, coordination of internships, tracking placements
- Conducting program evaluations
- Compiling the annual reports to the funding agency (NSERC)
- Compile annual report for industry
- Tracking program expenses, assisting in budget planning
- Aiding in the organization of workshops, seminars, speaker series, events and courses
- Coordinating and aiding the program's sub-committees, including the Program Committee, Management Committee, Educational Committee, and Scholarships Committee
- Facilitate Director's liaison with the partner universities (SFU, UVic), Registrar's office, Dean's offices (ApSc, Sci), partner institutes (QMI, ICICS)
- Communicates and facilitates the exchange of information with faculty and support staff at UBC, SFU and UVic. May be occasionally required to travel to assist in meetings in the Greater Vancouver / Victoria area
- Assists in travel and accommodations arrangements for the Program Director, instructors, collaborators, and students
- Prepares refreshments and organizes reception party for seminars and program meetings.
- Involved in organizing seminars - speaker contact, directions, travel arrangements (as necessary)
- Serves as a resource person for faculty, staff and students with regard to policies and procedures surrounding admissions, programs of study, awards, research assistantships, graduation, and other related matters.
- Maintains email lists and other methods of contacting students, faculty, industry contacts, alumni, and other people interested or involved in the program and other related quantum computing activities
Works within general guidelines, applying knowledge of procedures and regulations to establish priorities.
Receives detailed instructions during orientation and on subsequent new assignments or changes in procedures.
Is expected to be able to take initiative, exercising problem solving skill, determining course of action and to follow through independently.
Consequence of Error/Judgement
The position provides secretarial and administrative support to the program in general and to the Director in particular. The incumbent handles much confidential data. Failure to work effectively will result in missed appointments and delays in processing important materials in a timely fashion. Failure to maintain confidentiality will seriously impair the ongoing operation of the program.
Errors in judgment could reflect negatively on the Director, the Program and UBC.
The position demands confidentiality and responsibility. The incumbent is expected to carry out duties independently and with minimal supervision.
High School graduation and 1 year post-secondary education. 3 years of related experience or the equivalent combination of education and experience. Training in office practices and bookkeeping procedures or two years of relevant UBC experience.
Ability to maintain accuracy and attention to detail.
Ability to prioritize and work effectively under pressure to meet deadlines.
Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
Ability to take and transcribe accurate meeting minutes.
Ability to work effectively independently and in a team environment.
Ability to compose correspondence using clear, concise business English.
Ability to effectively use word processing, spreadsheet, desktop publishing and internet applications at an intermediate level (e.g., MS Word, MS Excel, Electronic Mail), on both Windows and Mac OSX platforms.
Ability to perform word processing at 55 words per minute and to operate a normal range of office equipment.
Effective oral and written communication, interpersonal and organizational skills.
Experience in graduate program administration and with UBC-specific systems (e.g., GADS) desirable
Experience with the engineering profession desirable
Ability to extract data and perform basic analysis
Experience in web design and development (e.g. WordPress or other platforms) an asset
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.