Dietetics Program Assistant

ubc; Vancouver; On-site; CAD 48,000 - 51,000; Full time

Job summary

The University of British Columbia invites applications for a Dietetics Program Assistant to provide comprehensive administrative coordination for student services, admissions, and graduation within the Dietetics Program in the Food, Nutrition & Health Program.

Reporting to the Dietetics Program Manager, the role liaises with internal departments and external partners to coordinate administrative processes, schedules, and communications while supporting laboratory operations and program events.

Responsibilities

• Acts as the initial point-of-contact for the Dietetics Program and responds to routine inquiries.
• Establishes and maintains program communication systems, including email lists and website content, and supports timely dissemination of information.
• Provides administrative support for student admissions and graduation processes, including records management and related activities.
• Coordinates administration of program materials, reports, surveys, and communications for academic and accreditation activities (Canvas related).
• Initiates and tracks affiliation agreement processes for non-health authority placements.
• Supports finalized placement information and maintains preceptor contacts.
• Coordinates with Faculty HR and Finance to process student, hourly and instructor appointments and visitor honoraria.
• Plans logistics for program events, invites, attendance, room bookings, catering, and invigilation.
• Monitors grant/operating accounts, reconciles transactions, and coordinates account access and invoicing for program activities.
• Maintains calendars and records of key dates, activities, and deadlines; follows up on missing information.
• Provides lab administrative support including bookings, scheduling, equipment maintenance, and supplies logistics.

Job description

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Program Assistant 2 (Gr5)

Job Title

Dietetics Program Assistant

Department

Program Support | Dietetics Program | Food, Nutrition & Health Program | ADA | LFS

Compensation Range

$4,314.00 - $4,532.00 CAD Monthly

Posting End Date

September 30, 2026

Job End Date

Ongoing

Why join us

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 Dietetics Program Assistant provides administrative coordination and program support relating to student services, admissions and graduation, practice education administrative support, communications, appointments, financial administration, events, records, scheduling and routine laboratory operations for the UBC Dietetics Program within the Food, Nutrition and Health Program.

Organizational Status

Reports to the Dietetics Program Manager. Receives direction from the Director of Dietetics and other Dietetics team members for defined assignments as applicable. Liaises with individuals, departments and units within the Faculty and University, and with external partners, to coordinate established administrative processes.

Work Performed

• Acts as the initial point-of-contact, both internally and externally, for the Dietetics Program and responds to routine and moderately complex inquires.
• Establishes and maintains program communication systems, including email distribution lists and website content. Coordinates and implements approved website updates and supports the timely dissemination of program information to students, faculty and other stakeholders.
• Provides administrative support and coordination for student admissions and graduation processes, including records management, documentation, and coordination of related activities.
• Coordinates the administration of program materials, reports, surveys, and communications in support of academic and accreditation activities, including Canvas related activities.
• Initiates and tracks standardized affiliation agreement processes for non-health authority placements.
• Provides administrative support for finalized placement information, including maintaining preceptor names and contact information and following up on missing administrative information as directed.
• Coordinates with Faculty HR and Finance staff to process student, hourly and clinical instructor appointments and visitor honoraria.
• Plans logistics for program events and activities, including invitations, attendance tracking, room bookings, catering, visitor arrangements and invigilation.
• Monitors designated Dietetics Program and Director's grant or operating accounts; reconciles credit card transactions and prepares periodic balance or account-status summaries, coordinates financial access requests and account administration, and processes invoices and receivables for approved program or laboratory activities.
• Maintains the Director of Dietetics calendar and meeting requests based on established priorities.
• Maintains and updates the Dietetics Program calendars, administrative trackers and records of key dates, activities and deadlines and follows up on missing or inconsistent information.
• Provides administrative and operational support for laboratory activities, including coordinating bookings and access, maintaining scheduling and administrative records, supporting participant scheduling and documentation, coordinating routine supply and space logistics, and arranging routine equipment maintenance, servicing and first-line troubleshooting.
• Identifies recurring administrative issues and recommends improvements to existing templates, tracking tools or procedures; implements approved changes.
• Performs other related duties as required.

Consequence of Error/Judgement

Works within established Dietetics Program, Faculty and University procedures and practices. Exercises judgment to determine appropriate methods for recurring assignments, organizes and prioritizes multiple deadlines, verifies the completeness and accuracy of information, reconciles routine financial and administrative records, and resolves routine to moderately complex administrative issues. Matters requiring interpretation of policy, academic or admissions judgment, placement requests or site allocation, HSPnet placement submissions, coordination with Health Authority placement offices beyond routine administrative follow-up, exceptions to established procedures, non-standard agreement terms, significant financial decisions, budget or grant allocation decisions, student conduct or welfare dec