CES Program Assistant

University-of-British-Columbi; Vancouver; On-site; CAD 54,000 - 59,000; Full time

Job summary

University of British Columbia's Centre for European Studies seeks a CES Program Assistant to support the Director and the Arts Research Centres Administrator. You will coordinate programs, manage communications, and assist with events and grant activities.

The role involves developing policies, maintaining websites and social media, and coordinating with committees and partners across campus. Term position ending June 30, 2027, with responsibilities across administration and finance.

Qualifications

• Must have high school graduation plus a two-year post-secondary diploma and four years of related experience.
• Undergraduate degree is preferred and assets to the role.

Responsibilities

• Provide administrative coordination and support to the CES Director and centre.
• Develop and maintain policy manuals and schedules for key processes.
• Plan, schedule, and coordinate events in consultation with the Director, including after-hours events.
• Prepare calls for applications for Fellowships/Grants and monitor during the period; compile materials and evaluate processes.
• Maintain website, social media presence, and newsletters; ensure timely communications.
• Prepare budgets, assist with grants, track expenditures and payroll with Arts Finance.
• Coordinate with executive council, steering committee, affiliated faculty, and staff across campus.

Skills

Written & verbal communication

Administrative support

Time management

Education

High School graduation + 2-year post-secondary diploma + 4 years related experience

Undergraduate degree preferred

Job description

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)Job TitleCES Program AssistantDepartmentResearch Centre Administration | Research Facilitation Support | Dean of Arts OfficeCompensation Range$4,881.00 - $5,255.00 CAD MonthlyPosting End DateOctober 6, 2026Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateJune 30, 2027The 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.Job SummaryThe Centre for European Studies (CES) is housed in the Faculty of Arts. Its main purposes are to provide a venue in which the legacies of Europe and its constituent parts can be critically examined and discussed including their relationship to decolonial methods; host visiting scholars who will contribute to the intellectual environment of the Centre and the University; serve as a gathering place for students, scholars, and community members; catalyze new research initiatives through event-planning and grant support; serve as a point of contact for consular and community initiatives; advise and engage in interdisciplinary undergraduate and graduate curricular development related to Europe, and interface with GoGlobal and others on opportunities in Europe, broadly defined, for student study abroad and/or internships.The Senior Program Assistant works closely with the CES Director and reports to the Arts Research Centres Administrator. The sole full-time CES staff person will assist the Director in all aspects of this innovative unit and its programs, including the coordination of grant and fellowship competitions, the scheduling of programming such as a speaker series, and the development and maintenance of a website and social media presence as well as newsletter communications. Additionally the CES Program Assistant will facilitate communication and meetings among the members of the executive council, steering committee, and affiliated faculty as well as on- and off-campus collaborators including diplomatic contacts, community partners, and others.Organizational StatusThe Senior Program Assistant works closely with the CES Director and reports to the Arts Research Centres Administrator. The incumbent interacts and communicates with members of the Advisory Board and affiliated faculty, on- and off-campus collaborators, staff from the Faculty of Arts Dean’s Office, and other academic and administrative units on campusWork PerformedGeneral 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, postersAssists 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.Consequence of Error/JudgementThe CES is undergoing a renewal process in 2026 within the Faculty of Arts. This position is critical to the development and ongoing success of the CES and to the maintenance and growth of its network of affiliates and collaborators. This position also provides integral support to several funded projects (internal to UBC, national and international) with required reporting of programming and expenses. Poor performance in any of the core areas of responsibility could undermine CES activities, jeopardize continued funding, threaten the long-term sustainability of the centre, and cause serious misunderstandings and damage to the international reputation of the CES and the Faculty of Arts.Supervision ReceivedWorks independently, under the direction of Director. Works under the supervision of the Arts Research Centres Administrator in selecting and interpreting information to determine best practices. The position duties are governed by broad instructions and policies, involving frequently changing conditions and priorities. Work activities will be developed in conversation with the Director, but the Program Assistant is also expected to be a self-starter who demonstrates initiative in planning and carrying out administrative activities (after initial direction).Supervision GivenProvides oversight and day-to-day supervision for Undergraduate and/or Graduate Academic Assistants. Responsible for assigning tasks and providing training and guidance.Minimum QualificationsHigh School graduation, plus 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 inclusionPreferred QualificationsHigh 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.