Dietetics Program Assistant

UBC The University of British Columbia; Vancouver; On-site; CAD 48,000 - 51,000; Full time

Job summary

The University of British Columbia's Dietetics Program seeks a Dietetics Program Assistant to provide essential administrative coordination and program support for student services, admissions and graduation, as well as practice education administration within the Food, Nutrition & Health Program.

Reporting to the Dietetics Program Manager, the role liaises with faculty and external partners to coordinate established processes, manage communications, events and records, and support routine

Qualifications

• High School graduation with 1 year of post-secondary education and 3 years of related experience.
• Commitment to equity, diversity, and inclusion in the workplace.
• Effective oral and written communication and strong organizational skills.

Responsibilities

• Acts as the initial point-of-contact for the Dietetics Program and responds to inquiries.
• Maintains program communication systems and website content.
• Coordinates admissions and graduation processes, including records management.
• Coordinates program materials, reports and surveys, including Canvas activities.
• Manages calendars, scheduling, events, room bookings and invigilation.
• Monitors and reconciles program accounts and processes invoices.

Skills

Oral and written communication

Organizational skills

Teamwork

Customer service

Education

High School graduation + 1 year post-secondary education

Tools

Microsoft 365

Job description

Staff - Union 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

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

Job End Date Ongoing

Please include cover letter.

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 inquiries.
• 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 decisions, institutional risk, or non-routine laboratory safety, research or technical decisions are referred to the Dietetics Program Manager, Director of Dietetics or other appropriate authority. The position handles confidential student, human resources and financial information. Errors or omissions could delay appointments, agreements, payments, records, communications or other program processes and may require corrective action by senior staff.

Supervision Received

Reports to the Dietetics Program Manager and works independently under minimal supervision on recurring assignments within broadly established procedures, priorities and timelines. Receives guidance for new or non-standard assignments and consults the Dietetics Program Manager when established procedures do not provide clear direction. Takes direction from the Director of Dietetics and other Dietetics team members for specific, defined assignments as applicable.

Supervision Given

None. May explain established work procedures to new or temporary staff as required.

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

• Effective oral and written communication, interpersonal, customer service and organizational skills.
• Ability to work independently under minimal supervision and within a team environment.
• Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
• Ability to maintain accuracy and attention to detail.
• Ability to organize and prioritize multiple recurring tasks and meet deadlines.
• Ability to compile, reconcile and maintain administrative and student information and identify discrepancies requiring follow-up.
• Ability to process routine financial transactions, monitor and reconcile account information, maintain accurate supporting documentation, and prepare routine account-status information using established procedures and systems.
• Ability to recognize when matters fall outside established procedures and require escalation, and to identify and recommend minor improvements to administrative processes.
• Intermediate computer proficiency, including Microsoft 365, and ability to learn and use relevant UBC information, learning management, web and records systems.

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

Equity & Diversity

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.

We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [e-mail].