Program Assistant

• →Responds to complex inquiries by telephone, email, and other communication channels from instructors, facilitators and other stakeholders and provides accurate information and guidance  regarding educational programs, registration, enrolment, requirements, and also other services, and processes.
• →Supports registration, enrolment, transfer, withdrawal, waitlist, and certificate processes for educational programs and events.
• →Enters, validates and maintains accurate learner and program records and tracking systems using established procedures ensuring data accuracy and consistency
• →Consolidates and reconciles learner and program data to generates reports related to program registrations, attendance, completion, and learner participation.
• →Supports administration of accredited and non-accredited educational activities.
• →Assists with monitoring learner progression and course completion requirements.

• Supports administration of learning management and registration systems, including Canvas and Canvas Catalog.
• Administers learner enrolments and course access within Canvas and Canvas Catalog for the P-OAT Training Program and other CPPD educational activities.
• Processes learner enrolments and resolves routine learner access issues.
• Assists in testing, maintaining, and updating online learning resources and educational systems.
• Participates and assists with the ongoing development, evaluation and improvement of electronic information support systems and administrative processes, identifying opportunities to improve system functionality and process efficiency
• Coordinates learner communications related to course access, schedules, and program requirements.

• Supports the planning and implementation of webinars, workshops, information sessions, conferences, and other educational events.
• Coordinates webinar logistics, communications, registration monitoring, and participant support for P-OAT educational activities.
• Assists with webinar and virtual event set-up, testing, delivery, and post-event activities.
• Supports presenters and facilitators before, during, and after educational activities.
• This work may occasionally require time spent outside standard working hours, including evenings and weekends.

• Assists with financial processing activities including invoice submissions, expense documentation, and payment tracking; verifies supporting documentation, reconciles records, identifies discrepancies and follows up on outstanding payments and expenses
• Maintains records related to program revenue and expenditures.
• Assists with procurement and ordering of supplies and services.
• Coordinates meetings, schedules, and administrative documentation.
• Drafts correspondence, reports, presentations, and other materials as required.

• Supports data collection, survey administration, and reporting activities.
• Tracks program information and maintains administrative databases and records.
• Maintains learner records and prepares reports related to P-OAT participation, attendance, progress, and program completion.
• Supports development and maintenance of learner-facing resources, templates, and administrative documentation.

Performs other related duties as required.

Consequence of Error/Judgement
As a service-oriented unit within the Faculty of Pharmaceutical Sciences, CPPD relies on its reputation for providing high-quality educational programs and professional services.

Errors in learner records, registrations, financial processing, program communications, scheduling, event coordination, or educational systems administration could negatively impact learners, faculty, instructors, program delivery, and the reputation of CPPD, the Faculty, and the University.

Tact, discretion, sound judgment, and attention to detail are required when working with confidential learner, financial, and program information.

Supervision Received
This position reports to the Director, Continuing Pharmacy Professional Development (CPPD) and may receive direction and guidance from the Program Development Manager, Continuing Pharmacy Professional Development (CPPD) and the Senior Program Assistant.

The incumbent works within established procedures and guidelines and exercises judgment in organizing work, responding to inquiries, determining priorities, and referring complex matters as appropriate.

Supervision Given
This position may be required to coordinate or oversee temporary staff, student employees, or volunteers in support of educational programs and events.

The position may also be required to explain work procedures and provide orientation or training as needed.

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

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

• Knowledge of administrative procedures and practices.
• Effective organizational, interpersonal, and communication skills.
• Ability to exercise tact, discretion, and sound judgment.
• Ability to prioritize multiple tasks and meet deadlines in a high-volume environment.
• Ability to work independently and as part of a team.
• Ability to maintain accuracy and attention to detail while managing competing priorities.
• Proficiency with Microsoft Office applications including Outlook, Word, Excel, PowerPoint, Teams, and other administrative software applications.
• Ability to effectively communicate verbally and in writing.
• Ability to maintain confidentiality and exercise professional judgment.
• Willingness to respect diverse perspectives, including perspectives in conflict with one's own.
• Demonstrates a commitment to enhancing awareness, knowledge, and skills related to equity, diversity, and inclusion.
• Experience supporting continuing education, professional development, healthcare, academic, or post-secondary programs.
• Strong customer service orientation with a demonstrated ability to build and maintain positive relationships with learners, instructors, partners, and stakeholders.
• Experience coordinating educational programs, webinars, workshops, conferences, meetings, or events.
• Experience using learning management systems such as Canvas and Canvas Catalog.
• Experience using Zoom Webinar or similar virtual event platforms.
• Experience using Qualtrics, online registration systems, or learner management systems.
• Experience providing learner support, customer service, or client-facing administrative support.
• Experience maintaining databases, records management systems, and administrative tracking systems.
• Experience processing registrations, enrolments, attendance records, certificates, or participant communications.
• Demonstrated ability to coordinate multiple projects, programs, competing priorities, and deadlines in a complex administrative environment.
• Experience working with UBC administrative systems and processes is an asset.
• Experience supporting accredited continuing professional development or continuing education programs is an asset.