Co-op Programs Administrative Specialist

ubc; Kelowna; On-site; CAD 52,000 - 60,000; Full time

Job summary

UBC Okanagan is seeking a Co-op Administrative Assistant to support the daily operations of the Co-operative Education Program. The role focuses on financial management, administrative and outreach tasks essential to program execution and stakeholder interactions.

You will work with students, community partners and faculty to process applications, coordinate events, maintain records, and ensure smooth office operations. This is a paid, on-campus position in Kelowna, BC.

Responsibilities

• Provides administrative support to the Interdisciplinary Co-op Office program.
• Receives and responds to student meeting requests, arranging time in Co-op and Career Coordinator(s) calendar and during office hours.
• Maintains records of contacts in the internal database CRM (i.e. Maximizer).
• Provides regular maintenance to the Co-op website, using Wordpress.
• Arranges the student Co-op application process in September/October.
• Maintains the online application form for program intake and compiles complete student applications for review by the Co-op and Career Coordinator(s)).
• Oversees the recruitment process logistics: maintains a database and schedule for intake interview scheduling, collecting, tracking and recording payment of Co-op Fees.
• Assists with creating formal documentation and letters for students and employers (e.g. work permit/visa support, formal acceptance letters).
• Pre-plans and preparation for campus-wide career activities that network with community members and fellow UBC students; events include Career Days and CPA Fall Recruitment.
• Pre-plans and preparation for orientation and information sessions for students, as well as staff and faculty.
• Arranges materials and registration details for Co-op promotion and outreach activities at events on and off campus.
• Assists with workshops and activities for co-op students by overseeing logistics including: booking rooms, organizing catering and gathering materials (nametags, supplies, sign-in sheets).
• Gathers data for reporting on student work term statistics and program information such as posted positions and application rates.
• Finance and Accounting Support: Creates financial documents/requisitions and data entry using OPT, FMS SmartForms and related tools.
• Uses knowledge of UBC policy to make decisions during document preparation.
• Reconciles UBC Visa transactions for Co-op Office Visa cardholders; assists with transaction questions and anomalies.
• Supports UBC Okanagan Co-op Office users of the OPT system by resolving issues.

Job description

UBC Okanagan is seeking a Co-op Administrative Assistant to support the daily operations of the Co-operative Education Program. The role focuses on financial management, administrative and outreach tasks essential to program execution and stakeholder interactions.

You will work with students, community partners and faculty to process applications, coordinate events, maintain records, and ensure smooth office operations. This is a paid, on-campus position in Kelowna, BC.