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Project Assistant, FoM VSP

University of British Columbia - Vancouver, BC

Job details

Full-time $4,739–$5,102 a month

Qualifications

Microsoft Powerpoint
Medicine
Customer service
Post-secondary education
Public speaking
English
Microsoft Office
Administrative experience
High school diploma or GED
Presentation skills
Organizational skills
Computer skills
LMS
Leadership
Communication skills
Marketing

Full job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Project Assistant, FoM VSP

Department

Vancouver Summer Program Support | Office of Education | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

November 16, 2024

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

Job End Date

Jan 16, 2026

The end date for this position is January 16, 2026, with the possibility of an extension

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 Project Assistant, Faculty of Medicine (FoM) Vancouver Summer Program (VSP) provides year-round administrative and coordination support in overseeing the planning, development, implementation, and delivery of the FoM VSP and activities for visiting international students. The individual will be responsible for supporting core operational functions of the FoM VSP portfolio which includes coordinating the flow of information with various teams and individuals, including but not limited to the VSP Central Team, Course Package Leads, and international students, organizing and implementing non-academic activities, and managing student staff and volunteers. The individual will be expected to identify urgent matters of high importance and independently redirect and/or resolve inquiries and issues as appropriate based on the understanding of the portfolio and priorities and decide which inquiries, requests and problems to handle on own initiative. In addition, this position will support with a variety of one-time, annual, or ongoing projects or initiatives that are non-VSP related within the Office of the VDE.

The Project Assistant will need to learn and retain a thorough familiarity and knowledge of the VSP portfolio, including all activities held by VSP Central, initiatives and priorities lead by VSP Central and FoM VSP. The incumbent hired into this position must be comfortable working in areas of ambiguity and change and must be able to work independently within the complex fast-paced environment of the Faculty of Medicine.

The position will be primarily based at the UBC Vancouver Campus. Duties will require the incumbent to travel between UBC, YVR airport, and locations where off-campus social activities might occur. Duties may also require occasional travel to BC Children's Hospital and the Diamond Health Care Centre. The incumbent should be able to work a flexible schedule, including some evenings and weekends to support the FoM VSP. This position is eligible for hybrid work structure within operational needs.

ORGANIZATIONAL STATUS

The FoM VSP is a four-week, two-course academic program that provides undergraduate students from international universities the opportunity to experience Canadian health and life sciences education at its best, while learning about Canadian practices and culture through engaging classes and social activities. First delivered in 2013, the VSP is part of a UBC-wide summer program. The program as a whole increased exponentially from 2013 to 2019, but was paused in 2020 and 2021 due to the COVID-19 pandemic and started running again in 2022. The program consists of two four-week sessions: June – July and July – August.

For more information about the Vancouver Summer Program at UBC, please visit this website:

Vancouver Summer Program – UBC

The Office of the Vice Dean, Education is responsible for multiple annual education budgets and for providing critical support and guidance to all educational programs offered within the Faculty of Medicine at all sites across British Columbia: MD Undergraduate Program (MDUP) (in partnership with the Universities of Victoria, Northern British Columbia, and UBC Okanagan), Postgraduate Medical Education (PGME), Health Profession (HP) programs, Continuing Professional Development, Faculty Development, Vancouver Summer Program, and all other educational support units that support the teaching and education delivery of the Faculty of Medicine undergraduate, graduate, postgraduate, and health professions programs.

WORK PERFORMED

Strategically manages the planning, development, coordination implementation, and delivery of the FoM VSP and activities for visiting international students.
Lead liaison between the Course Package Leads and VSP Central Team. Identifies and communicates high priority requests to both parties and takes initiative in preventing and resolving issues related to VSP.
Compiles, consolidates and organizes FoM VSP Course Packages, including collaboration with Course Package Leads to update syllabi, book teaching spaces, etc. When required, researches, prioritizes, and recommends appropriate course of action and/or response on issues raised by VSP Program Director, Course Package Leads and/or Project Coordinator.
Carries out annual review of FoM VSP course packages and takes appropriate action to ensure compliance with UBC safety standards and guidelines.
Leads student staff to organize and implement non-academic activities that strategically align with FoM and UBC VSP, including social activities (approximately two per week), airport arrivals/departures, tours, program orientation and farewell events. This includes, but is not limited to:
- Evaluating options and making recommendations for social activities and related events.
- Liaising with vendors to coordinate/book rooms, catering, entertainment, transportation, etc.
- Preparing lists and itineraries necessary for smooth operations.
- Venue set up and tear down.
- Ensuring the cost of activities fall within program budget.
Performs financial duties such as preparing and reviewing invoices, credit card payments, and processing expenses, in line with their due dates. Keeps track of student staff and volunteer expenditures and responsible for reconciliation of expenses before end of VSP.
Evaluates requests/inquiries received from students and other parties involved with the program, such as Course Package Leads, and handles them as appropriate. Refers anything unusual, urgent or matters of high importance to the Project Coordinator.
Leads the full-cycle recruitment for FoM VSP student volunteers, including interviewing and scheduling.
Assists the Project Coordinator with the full-cycle recruitment of student staff by performing duties such as scheduling interviews, participating on selection panels, preparing follow-up forms, documentation and correspondence.
Formally trains new student staff and volunteers on work procedures, establishes work schedules and priorities for the student staff and volunteer team, and oversees their work on a day-to-day basis.
Responsible for the FoM VSP Canvas courses, including creating Canvas course shells, developing Canvas course material, enrolling staff and faculty as teachers, enrolling FoM VSP students in appropriate courses, and posting and regularly updating the Administration and Social & Cultural Activities Canvas courses.
Prepares PowerPoint slides and takes meeting minutes when applicable for various meetings and events related to the FoM VSP. Makes formal presentations at various meetings and events related to the FoM VSP.
Develops a summary report of the program. This includes collecting and transcribing feedback or evaluative data and after analyzing, making recommendations to address areas of opportunities. Presents report to senior leadership in the FoM.
Reviews and approves/rejects applications for the FoM VSP; prepares and sends weekly application updates to various stakeholders.
Designs and develops marketing and promotional FoM VSP materials and presentations.
Works collaboratively with VSP Central on a variety of initiatives and tasks, including but not limited to, updating the FoM content on the UBC VSP webpage, reviewing the VSP Application Form, etc.
Prepares surveys that comply with the
Freedom of Information and Protection of Privacy Act (FIPPA)
for collecting information. While maintaining confidentiality, checks data and submitted documentation for errors, accuracy, and completion, and organizes such data and documentation for tracking and evaluation purposes.
Provides input into updating policies and procedures related to the FoM VSP.
Participates in the development of electronic information support systems, including mailing lists. Maintains these electronic information support systems to ensure that data is up-to-date and reflects the current VSP year contacts.
Performs various administrative tasks including but not limited to, drafting correspondence, updating manuals, preparing minutes, and ensuring the VSP website, VSP MS Teams base, VSP N Drive is up-to-date and well maintained.
Supports with a variety of one-time, annual, or ongoing projects or initiatives non-VSP related within the Office of the VDE.
Acts as a back-up for the Project Coordinator and other members of the Education portfolio as required.
Performs other duties as assigned.

CONSEQUENCE OF ERROR/JUDGEMENT

Required to exercise judgement and tact in dealings with others on the telephone, in person, and by email. Poor judgement, lack of organization, or failure to act in a professional, respectful, and tactful manner will have an adverse effect on the image of both the Faculty of Medicine and UBC.

SUPERVISION RECEIVED

Reports directly to the Project Coordinator, Office of the Vice Dean, Education. Works closely and takes direction from the Senior Manager, Office of Vice Dean, Education and VSP Program Director. Performs duties independently and in accordance with established procedures.

SUPERVISION GIVEN

Supervises and onboards work learn students and temporary volunteers.

MINIMUM QUALIFICATIONS

High School graduation, plus a two-year post-secondary diploma, plus four 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

Experience with event planning and project coordination.
Must be familiar with UBC Vancouver campus.
Marketing experience is an asset.
Excellent organizational skills with strong attention to detail.
Excellent communication skills (spoken and written, formal and informal) and computer skills (MS Office, student learning management systems, web-based applications).
Effective public speaking and leadership skills.
Strong interpersonal skills in dealing with faculty, staff, students and volunteers.
Ability to adapt to changing priorities, set work priorities, multi-task, work under pressure and meet deadlines in a fast-paced environment, particularly during peak periods which require extra attentiveness for performance.
Ability to exercise considerable judgement on a daily basis and work independently and a team, in a complex environment while developing and maintaining cooperative working relationships. Ability to determine the nature and urgency of inquiries and issues and triage appropriately.
Ability to support a diverse group of people over call, emails and in-person in a calm, courteous, polite and professional manner. Re-directing as appropriate.
Ability to gather, record and organize information.
Ability to compose correspondence, reports, presentations, meeting minutes and other written materials using clear concise business English.
Sensitivity to cultural norms in international settings is required.
Experience in a customer service-oriented role preferred.
Knowledge of UBC policies, procedures and administrative systems preferred.
Able to work a flexible schedule based on business demands.
Ability to travel between locations (internal and external to UBCV) to meet operational needs is required.

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