CES Program Assistant

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

The is a term position ending June 30, 2027.

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. 

General Administration Support:

• Works proactively and independently to provide administrative coordination and support to the CES Director and centre.
• Develops a broad and in-depth range of program and administrative policy and procedure knowledge including strong working knowledge of related UBC systems.
• Provides logistical, clerical, and technical support to the program. Resolves complex problems and serves as a resource for faculty and staff.
• Provides complex coordination and administers the workflow of the programs, including scheduling and organizing meetings of the  executive council, steering committee, faculty affiliates, and any subcommittees or working groups. 
• Under guidance of Director, prepares calls for applications for Fellowships and Research Group Grants. Monitors applications during application period, and responds to applicant inquiries. Compiles the application materials, prepares the evaluation spreadsheets, and schedules adjudication meetings for subcommittees. Informs applicants of the status of their applications.
• Develops and maintains policy manuals and establishes work schedules and priorities for key administrative processes. Identifies needed improvements and recommends changes. Administers program evaluations, including but not limited to: maintaining records of all program activities, and assisting with the preparation of reports to FOA and VPRI including event attendance statistics and website traffic.

• Plans, schedules, and coordinates events in consultation with Director; Must be available to attend some events outside of business hours.

Communication:

• Responds to in-person, email, social media, and telephone enquiries about the CES programs and activities to faculty, visitors, and general public.
• Produces accurate, well-written communications for a variety of stakeholders.
• Drafts and edits internal documents, designs, creates, and distributes promotional materials such as flyers, newsletters, posters
• Assists in the coordination, maintenance, and updating of a program website and social media presence. Monitors website and social media traffic.
• Develops positive relationships with  executive council, steering committee, affiliated faculty, and department staff and interacts with UBC service units, community leaders, external agencies, consular staff, and the general public.
• Produces and maintains faculty mailing list; produces and maintains community partner mailing list.
• Works with Arts IT and other Arts units to produce and maintain an integrated events calendar.

Finance:

• Responsible for review and reconciliation of financial activities of the unit - this includes expenses and purchases, transfers, cash receipts and cost recoveries; payroll.

• Works with Director and Arts Research Centres Administrator in the preparation and projection of budget and soft monies, as well as forecasting resource requirements for budgetary reports. Assists in the preparation of annual budgets and development of quarterly financial forecasts. 
• Assists Director in submitting applications for various internal and external grants. Tracks expenses charged to grants that are predominately and directly used by the Centre in its programming.
• Submits all expenses and reimbursement to Arts Finance Service Centre for payment; Liaises with ASC-Finance management group to initiate transfer of funds investigates and reports on anomalies and errors.

High school graduation plus 2 years post-secondary diploma with training in office procedures and secretarial practices. Undergraduate degree in a relevant discipline preferred. Four years related experience or the equivalent combination of education and experience. Computer experience required Word, Excel, SIS, SISC, FSC preferred. Knowledge of European studies an asset. Ability to maintain accuracy and attention to detail. The ability to create and accurately maintain records and filing systems and a neat and tidy office environment. Ability to work effectively both independently and in a team environment. Ability to use word processing, spreadsheet, database, web, scheduling an electronic mail applications and intermediate level. Ability to type 60 words per minute and to operate normal range of automated office systems and office equipment. Ability to prioritize and work calmly under pressure to meet deadlines. Outstanding and demonstrable written and oral communication skills. Ability to maintain order and control. Ability to exercise initiative, tact, discretion and courtesy with a diverse range of people and stakeholders. Experience delivering high-level customer, client, and/or guest service. Ability to take and transcribe accurate meeting minutes.