Co-op Program Assistant

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Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

The Science Co-op team operates with a hybrid work arrangement available after their initial training period is completed. All hybrid work arrangements are subject to University's guidelines on hybrid work.

Cover letter required for this application.

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.

Job Summary

The UBC Science Co-op Program assists qualified Science students every year in securing work placements with Canadian and international employers as part of their education experience. The Science Co-op Program offers a supportive and positive work culture, and this position is part of a dedicated team that is passionate about student success.

The incumbent will be responsible for providing program administrative duties such as handling student and employer inquiries, performing data entry of job postings & student work term employment details, scheduling co‐op interviews & co-op check-in meetings and other related tasks.

Organizational Status
Working closely with other Co‐op Program Assistants, provides administrative support to Co‐op Coordinators, reports directly to the Assistant Director, Administration; interacts with Co-op students, faculty and employers; liaises and coordinates activities with other university administrative units.

Work Performed

This position is perfect for someone who enjoys working in a team environment and interacting with students. The position offers a broad range of administrative tasks, and it is suited for someone who takes pride in completing data entry accurately and managing complex schedules.

Responsibilities may include but are not limited to:

Job Posting & Closing:

− Enters Co-op Jobs into a database, verifies and makes decision if the posting meets Co-op requirements, ensuring job is posted for the accurate disciplines and observing relevant deadlines

• Assesses whether a posting requires special notation or handling such as citizenship, funding, visa or online application requirements
• Sends job posting confirmation to Co-op employer and determines if the posting need to be shared with other units on campus
• Notifies employers when their application bundles are ready for viewing
• Password protect application bundles when transmitting resume files via email

− Channels new employers to Coordinators for follow up to ensure they can provide a mentoring and professional work environment for Co-op students

− Reviews job applications to be sent to employers; withdraws incomplete student job applications and emails students with reasons

Interview Scheduling:

− Schedules Co-op interviews between employers and students within a short turnaround time, resolves interview scheduling conflicts when arise and handles interview cancellations

− Manages interview rooms on site

Processing Job Offers:

− Forwards time-sensitive job offers to appropriate Coordinators

− Processes offer letters, security clearance documentation, student funding applications

− Enters student employment information in the Co-op database

Scheduling Co-op Check-in Meetings:

− Manages a high volume of Co-op Check-in Meetings scheduling for Co-op Coordinators each term

− Ensures all appointments are confirmed and collects all necessary information and documents from the students prior to the visit

− Plans the logistics of the travel itinerary, resolving scheduling conflicts

Workshop Curriculum Support

− Enrolls eligible Co-op students into Co-op workshop modules on Canvas

− Assists Coordinators in uploading workshop content and releasing modules following the workshop timeline and follows up with students for outstanding assignments

Other Program Administrative Duties:

-Provides excellent customer service to students and employers with inquiries about the program. Acts as the first point of contact for the front desk and greet visitors coming to the Co-op office

− Generates report from the Co-op database on a regular basis and reach out to employers who have not responded after receiving job applications from the office

− Logs work term reports and various work term related forms upon receipt and distributes to assigned technical markers or Coordinators.

− Covers other admin staff who are on leave to ensure smooth operation of the unit

Consequence of Error/Judgement
Poor judgment, errors or delay in project deliverables has a significant impact on the program and may lead to loss of student jobs, potential financial support and the reputation and professionalism of the Co‐op Office. The incumbent will be ultimately responsible and accountable for all of the functions concerning of the reception area. They will be required to identify problem areas, come up with possible solutions, implement change and evaluate processes. All Science Co‐op employees are required to follow UBC's information security policies and procedures. Failure to do so may result in a serious information security breach, which will cause harm to the University and third parties.

Supervision Received
Works independently with directions from the Co‐op Coordinators and receive supervision from the Assistant Director, Administration.

Supervision Given
Not applicable.

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

Preferred Qualifications

At least two years of related office work experience or one year relevant UBC experience
Exceptional communication skills both verbal and written and have excellent customer service skills
Ability to exercise good judgment
Ability to resolve workplace problems, offer solutions and alternatives
Ability to be accountable and responsible for reception and ensure all projects and deadlines are met
Technical proficiency: MS Word, Excel, PowerPoint, e‐mail, Knowledge of databases is an asset.
Ability to handle complex administrative tasks
Ability to effectively manage multiple tasks and priorities
Ability to perform data entry efficiently and accurately
Ability to work effectively independently and in a team environment