Kelowna - UBC Okanagan
BCGEU OK Secretarial
Co-op Administrative Assistant
UBCO-Provost & VPresident Acad
Desired Start Date:
Job End Date:Possibility of Extension:
BCGEU (UBCO) - Auxiliary
This position supports the daily operations of the UBC Okanagan Co-operative Education Program, an Interfaculty Experiential Learning Program supporting undergraduate students from; The Irving K. Barber School of Arts and Sciences, Faculty of Creative and Critical Studies, Faculty of Management and Faculty of Health and Social Development. The UBC Okanagan Co-op Program works with 3rd and 4th Year students who have elected to pursue Co-op as part of their Undergraduate experience; co-op is a paid opportunity for students to gain professional, real-world experience relevant to their future career and academic goals. The Program collaborates with local, national, and international employers from all sectors of the economy.
The Co-op Administrative Assistant is responsible for various clerical functions of the Co-op Education Program and supports the overall execution of the program. The Co-op Administrative Assistant is required to maintain a high-level of professionalism when interacting with stakeholders via email, over the phone, and in person.
This position reports to the Associate Director, Community Relations, Faculty of Management and works closely with and may take direction from the Co-op and Career Coordinator(s). The incumbent will also work with members the Faculty's Programs Office, Research Office and Administration Office, and may take direction from senior managers in the Faculty.
1. General Administration and Co-op Office support:
2. Student Job Search Support:
- Receiving and responding to student meeting requests, arranging time in Co-op and Career Coordinator(s) calendar and during office hours
- Maintaining records of contacts in the internal database CRM (i.e. Maximizer)
- Arranging the student Co-op application process in September/October
- Maintaining the online application form for program intake and compiling complete student applications for review by the Co-op and Career Coordinator(s)
- Overseeing the recruitment process logistics: maintaining a database and schedule for intake interview scheduling, collecting, tracking and recording payment of Co-op Fees
- Assisting with creating formal documentation and letters for students and employers (i.e. work permit/visa support, formal acceptance letters)
- Pre-planning and preparation for campus-wide career activities that incorporate opportunities for students to network with community members and fellow UBC students; learn about career options and build their networks; these events include: Career Days, National Co-op Week, and CPA Fall Recruitment.
- Pre-planning and preparation for orientation and information sessions for students, as well as staff and faculty
- Arranging materials and registration details for display booths at various events both on and off campus.
- Assisting with workshops and activities for co-op students by booking rooms, organizing catering and gathering materials (i.e. nametags, supplies, sign-in sheets), and working with key departments across campus (i.e. Audio Visual needs, space booking)
- Gathering data for reporting on student work term statistics, community partner profiles, local, national and international work experience and stats regarding key program information such as posted positions, application rates, etc.
3. Student Pre-employment & Work Term Support:
- Posting all incoming student job opportunities on the online job board (i.e. Symplicity) monitoring applications, and generating complete application packages for distribution upon job closing date.
- Monitoring all job board activity, communicating activity to the Co-op and Career Coordinator(s) when appropriate and following-up with our community partners once a posting as closed.
- Informing students of incomplete co-op job applications, and routinely ensuring online job board content is up-to-date, flagging issues with the Co-op and Career Coordinator(s), and identifying opportunities that may need further attention
- Arranging job interview details for co-op students and employers, (dates, times and locations).
- Filing job offer documents, and maintaining accurate and up-to-date records of students who have secured employment for each work term.
- Pre-planning and preparation for pre-employment and senior student training workshops, sessions, and events.
- Compiling feedback from students as they progress through the Program.
- Monitoring students' activity on UBC's online learning platform, (i.e. Canvas), tracking assignment submissions, flagging issues with the Co-op and Career Coordinator(s), and identifying opportunities that may need further attention
- Performing various administrative tasks during Work term transition periods:
- Maintaining and updating student records regarding assignment submission and work term documentation
- Following up with Co-op and Career Coordinator(s) regarding any late or missing assignments
- Booking Co-op Site visits, performed by the Co-op and Career Coordinator(s)
4. Performs other duties or projects as assigned.
The incumbent reports to the Associate Director, Community Relations, Faculty of Management and works closely with and may take direction from the Co-op and Career Coordinator(s). S/he will be required to exercise tact and discretion and be able to interpret and follow Program policies and practices. S/he will receive specific instructions when working on specific projects, but will be asked to contribute feedback and impact as required.
This position does not supervise staff.
Consequence of Error/Judgement
Failure to apply policies and procedures established by the University, Interfaculty Co-op Education Program, and Canadian Association for Co-operative Education could result in loss of accreditation and/or financial support. Poor judgement, errors or lateness will have a significant impact on the Program, and could lead to loss of students engaged in the program, co-op positions, financial support, and negatively impact the reputation of the UBC Okanagan Co-op Program.
High school graduation and up to and including one year of post-secondary education including training in office management, communication or computer studies. . Over two years of experience or the equivalent combination of education and experience. - Experience using standard workplace software such as MS Word, Excel, PowerPoint, email and database management applications is required.
- Ability to work independently, as part of a team, and under limited supervision.
- Effective at multi-tasking, organization and attention to detail.
- Ability to communicate effectively verbally and in writing.
- Ability to effectively represent UBC and the Okanagan Co-op Program to internal and external stakeholders in person, over the phone, and in writing
- Ability to deal with a diversity of people in a calm, courteous, and effective manner.
- Ability to prioritize work and work effectively under pressure to meet deadlines.
- Excellent customer service delivery skills are required.
- Ability to exercise tact, courtesy, discretion and sound judgment.
- Ability to apply previously learned concepts to new situations and/or technology.
- Ability to follow and carry out instructions.
- Ability to operate the normal range of office equipment.
- Experience with UBC systems is preferred.
- Experience with Maximizer or similar CRM system is preferred.
- Ability to work flexible hours, including evenings and weekends.
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.