Co-op Administrative assistant

University of British Columbia

Staff – Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried – Support Services Assistant II

Job Title

Co-op Administrative assistant


UBCO Co-op and Careers Faculty of Management

Compensation Range

$4,270.00 – $4,897.00 CAD Monthly

Posting End Date

March 31, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
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.
This position facilitates the daily functions and operations of the UBC Okanagan Interdisciplinary Co-operative Education Program at UBC’s Okanagan campus. This position provides advice, direction and operational support to this dynamic team, coordinates and oversees or develops new procedures as necessary – all with an eye to enhancing equity, diversity and inclusion for the program and the stakeholders Interdisciplinary Co-op serves. This position is responsible for providing a wide range of administrative operations of the unit including accounting functions, human resource management, records management, space bookings, and special projects. Works effectively using database and web-based programs and performs general office procedures. This position is required to maintain a high-level of professionalism when interacting with stakeholders via email, over the phone, and in person and in online settings.
The Interdisciplinary Co-op Education Program offers students enriched educational experiences for personal and professional growth by working with diverse community partners and sectors to provide transformative workplace learning as part of students’ degree program. The Interdisciplinary Co-op program currently works with students in Bachelor of: Arts, Fine Arts, Media Studies, Human Kinetics/Health and Exercise Sciences, Management and Science. Staff in this unit provide a wide range of support and are expected to be innovative, proactive and forward thinking.
This position reports to the Associate Director Community Relations Faculty of Management. This position will also work closely with the other co-op coordinators and administrative support staff to meet the needs of the program stakeholders.
Provides program administrative support:
  • Creates a positive and welcoming environment for all in-person and online by upholding principles of equity, diversity and inclusion.
  • Responds to and coordinates responses that require immediate supervisory attention, escalating those issues as appropriate.
  • Responds to/or coordinates walk-in, phone and email inquiries, triaging inquiries to appropriate services as needed.
  • Serves as a resource person and providing advice to staff (including student staff).
  • Coordinates working schedules for all staff and student employees in accordance with the BCGEU collective agreement in order to keep the Co-op Office staffed adequately.
  • Establishes work standards in both quality and quantity.
  • Provides input for on-going staffing needs; assists with the recruitment process and staff evaluations.
  • Uses appropriate training materials, provides training to staff, including student staff, and ensuring that such training is appropriate, timely and ongoing.
  • Monitors and evaluates work output of staff.
  • Serves as a point of contact for issues or policy appeals (e.g., grading of work term experience, admissions, or fees)
  • Reviews and assists with adjudicating grade appeal process, fee reimbursement, and all student removals from the co-op program.
  • Supports UBC calendar revisions, or edits assisting with compiling of documents and required UBC forms for the submission process, and helping to oversee the timeline with the Senate Secretariate
Information Management, database and IT support:
  • Works with IT/database installations and database management, handles data migration and complex report generation.
  • Troubleshoots system issues and resolves user issues in a timely manner.
  • Reports any technical issues to IT administrators and system developers.
  • Maintains accurate and efficient electronic records for the Co-op Program, including confidential student records, program operational financial and employee records, grievances, and disciplinary actions.
  • Ensures all students participating in co-op work term experiences are registered into applicable work term (COOP) experiences within the UBC student reg system. Liaises and supports Co-op Coordinators on tracking and ensuring all work term assignments/assessments are completed and final grades are appropriately submitted according to UBC grading practices.
  • Works on Record Management initiatives as they arise.
  • Generates complex reports and compiles data for Associate Director and staff for various internal and UBC reporting purposes.
  • Prepares weekly, monthly, term, and annual data reports on student work term experience statistics, employer profiles, local, national and international work experiences and closure rates on posted positions in coordination with the Co-op Coordinators.
  • Provides training and ensures Co-op staff follow UBC Information Security practices; monitors internal business processes to ensure compliance.
  • Oversees Interdisciplinary Co-op Education programming across all University systems including the Student Information System (SIS), transitioning to IRP Workday Student and the UBC Learning Management System – Canvas.
  • Makes recommendations on new or additional systems which could improve Interdisciplinary Co-op Program effectiveness and quality of student and employer experience.
  • Maintains office inventory of resources, including software, hardware and other technologies, business cards, printed program handouts – students and partners.
  • Responsible for ensuring timely posting and follow up communications of all co-op job opportunities is followed.
Manages the hiring process for student employees (work study, or co-op) in the unit and providing students with continuing support:
  • Composes and distributes postings for student positions.
  • Receives, records and stores employment applications for Departmental review.
  • Generates and processes staff and student appointments, and follows the process outlines in the BCGEU Collective Agreements when applicable.
  • Collects, records, uploads files and/or appropriately disposes of all confidential documents required for student hires.
  • Develops and maintains processes for all student employees to ensure hours worked and salaries are within budgeted amounts.
  • Provides ongoing assistance to student hires with issues pertaining to payroll, facilities, equipment and supplies.
Supports Interdisciplinary Co-op communication initiatives:
  • Maintains Interdisciplinary Co-op website, updating pages as directed.
  • Coordinates the Interdisciplinary Co-op newsletter, which is distributed to community partners quarterly.
  • Solicits and drafts the newsletter content.
  • Manages newsletter mailing list, and coordinates distribution.
  • Ensures timely communications regarding program and project cycles to all enrolled co-op students as well as in support of the annual program admissions period (September)
  • Coordinates the weekly co-op job roundup and job search tips communication
  • Arranges to promote upcoming Co-op events to the UBC events calendar
  • Creates and distributes survey results as directed within established program processes (monthly student status updates, secured job update etc.).
Provides administrative support to the Associate Director Community Relations, and the Co-op Office:
  • Arranges job interview details for co-op students and employers when required, (dates, times and locations).
  • Oversees the general co-op outlook email account, ensuring timely allocation for follow up that is accurately distributed among all Co-op colleagues
  • Prepares correspondence, drafts program reports, as well as required letters (i.e., work permit/visa support, formal acceptance letters to co-op programming)
  • Arranges mid-term check in required meetings between Co-op Coordinators and all work term students/work term supervisors each term
  • Maintains an accurate and efficient digital system for confidential records and program process and procedures.
Provides event, program and facilities support:
  • Plans various small- and large-scale student workshops and activities including both online and in person capacities. Coordinates resources needed to execute events. Events could include: Co-op Information Sessions, Pre-employment and Career Readiness workshops, and career development events
  • Coordinates facility and custodial requests related to in person events. Submits IT, Facilities and Maintenance Requests, and equivalent arrangements when using any off-campus venues.
  • Coordinates the Co-op Faculty Advisory routine meetings, minute taking and tracking of agreed action items identified.
  • Provides administrative support to administer the Co-op Student of the Year Award, and the ISI grant funding.
  • Arranges travel, conference and event registrations including necessary accommodations when staff are participating in activities to bring more awareness and engagement to Interdisciplinary Co-op within identified regional and national communities or during professional development activities.
  • Works within UBC approved travel policies and procedures for reimbursement to employees as well as Interdisciplinary Co-op guests as appropriate.
Provides finance support for the Interdisciplinary office:
  • Receives, tracks, deposits and reconciles all payments for the annual co-op program workshop and admission and any payment for various events or activities the co-op program puts on.
  • Prepares financial documents and performs accurate and timely data entry of financial documents.
  • Tracks and updates the operational program budget throughout the year, tracks activity attendance, event specific budget and costs, marketing and promotion and all other program related expenses.
  • Maintains appropriate files of all financial transaction documents and supporting material as needed.
  • Holds and reconciles departmental visa card.
  • Initiates and processes all departmental financial transactions including requisitions for payment, travel requisitions, vendor payment and other departmental expenses as they arise.
  • Initiates and processes vendor set-up when required in accordance with UBC Finance guidelines
  • Reviews financial paperwork to ensure appropriate back-up documentation is attached; follows-up with the originating employee when additional documentation is required.
Work is performed independently this position is expected to take initiative and work proactively. This position required a good deal of flexibility, and the ability to adapt to the changing needs of the unit. As the first point of contact for students, and partner employers this position may need to interface with sensitive emotional situations and manage communications with all parties. This position requires a high degree of diplomacy, tact and accuracy. Frequent decision making is required of the incumbent, and careful judgement and creative problem solving is essential. This position has access to a wide range of confidential information which is governed by the Freedom of Information and Protection of Privacy (FIPPA), including sensitive student records. Errors could have a direct impact to staff and student academic records and wages. Employee must exercise sound judgement routinely on matters of spending for events and supplies, space bookings (approvals and concerns), SALTO access, and financial reimbursements.
Failure to apply policies and procedures established by the University, Interdisciplinary Co-op Education Program, and the Cooperative Education Work Integrated Learning (CEWIL) Canada, could result in loss of accreditation and/or financial support. Poor judgement, or errors could have a significant impact on the Co-op Program, and could lead to loss of students engaged in the program, reduction of quality co-op workplace learning opportunities, financial support, and negatively impact the reputation of the UBC Okanagan Interdisciplinary Co-op Program.
This position works independently, under limited supervision from the Associate Director. Works under broad directives set by Co-op practitioners, in collaboration with the Associator Director. Sets priorities and performs most duties independently, occasionally consulting supervisor with reference to new or complex problems. This position is expected to take initiative, problem solve, determine course of action and then follow through independently without supervision.
This position may provide co-supervision (along with other Co-op Coordinators) for co-op or work study student roles.
  • A minimum of two (2) years of post-secondary education in a related field.
  • Over two (2) years related experience, preferably in a post-secondary setting.
  • Knowledge of University policies and procedures and Co-operative Education would be an asset, as well as UBCO internal systems.
  • Proficiency in MS Office software that includes Word, Excel, Publisher, Outlook, PowerPoint, Adobe PDF and website maintenance.
  • Advanced knowledge of office practices and procedures, effective oral and written communication, interpersonal and organizational skills required.
  • Must have the ability to work efficiently, work independently and within a team environment, exercise tact, discretion and sound judgement.
  • Demonstrated ability to multi-task, prioritize, work under pressure and meet deadlines.
  • Excellent customer service delivery skills. Ability to deal with a diversity of people in a calm, courteous, and effective manner.
  • Effective oral and written communication with accuracy and attention to detail.
  • Ability to compose professional and clear correspondence.
  • Ability to work occasional flexible hours, including evenings and weekends.

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