Engagement Assistant

ubc; Kelowna; On-site; CAD 54,000 - 62,000; Full time

Job summary

UBC Okanagan is seeking an Engagement Assistant to provide essential administrative support for the Faculty of Management’s marketing, communications and events. The role collaborates with students, staff and faculty to ensure smooth operations and effective engagement with partners and stakeholders.

Based in Learning Operations, you will coordinate activities, manage communications, and assist with event logistics on-site at UBCO.

Responsibilities

• Provides administrative support to the Faculty.
• Responds to inquiries from researchers, campus, and general public stakeholders.
• Acts as a liaison with various UBC faculties, departments, and units to inform internal processes.

Job description

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant 4

Job Title

Engagement Assistant

Department

UBCO | Learning Operations | Faculty of Management

Compensation Range

$4,836.00 - $5,547.00 CAD Monthly

Posting End Date

September 22, 2026

Posting Note

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

Job End Date

Ongoing

About UBC

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

This position is a key operational role for the Faculty of Management providing administrative support for the Faculty's marketing, communications and events.

ORGANIZATIONAL STATUS

This position reports to the Manager, Student Success, with a dotted line to the Director. This position interacts with students, staff, faculty members, alumni, Enrolment Services, Student Development and Advising, Human Resources, Finance Operations Okanagan, Facilities Management, University Relations, and other faculties', units' and schools' administrative offices.

WORK PERFORMED

Provides administrative support the Faculty:

Responds to inquiries from researchers, campus, general public stakeholders, provides general information about the Faculty; re-directs queries as needed.

Acts as a liaison and interfaces with various UBC Faculties, departments, committees and units and bringing information back to colleagues to inform internal processes and enable collaboration.

Liaises with University Relations, Enrolment Services, Student Advising and Recruitment with respect to the Faculty's undergraduate and graduate programming, micro-credentials, and community engagement

Provides backup support for key administrative staff, including handing urgent requests and assisting with daily operations to maintain productivity.

Manages the Faculty's email distribution lists

Provides administrative support to courses that have high student engagement requirements, including Capstone and Career Fundamentals, including coordinating the project submissions, project partner feedback, call for projects, and maintaining student requests in system supporting engagement

Provides and maintains partnership documentation to international partners

Provides administrative support for partnership agreements with international partners

Provides logistical support for international partnership engagement activities including scheduling, coordinating responses, drafting agendas, preparing, assembling and disseminating materials, booking rooms, arranging IT support, making catering arrangements, providing on-site event coordination and preparing and distributing materials in a timely manner, assisting with post-activity follow-up and action items.

Supports engagement activities of the Faculty:

Represents the Faculty acting as a continuous point of contact for international partners (both academic and industry connections).

Assists with on-site production of events and project activities.

Assists with the research and analysis of stakeholders' needs to support all aspects of event coordination.

Understands and communicates UBC/UBC Okanagan campus policies and acts as liaison with the appropriate central UBC offices on matters of protocol related to event planning and execution.

Tracks budgets for events and activities; acts as liaison to negotiate prices with on and off-campus suppliers.

Recruits, schedules, and prepares volunteer support for events and activities.

Coordinates and participates in various event committees.

Edits and updates Faculty communication materials liaises with university relations and ensures timelines are well defined and deadlines met.

Provides logistical support for student engagement activities including scheduling, coordinating responses, drafting agendas, preparing, assembling and disseminating materials, booking rooms, arranging IT support, making catering arrangements, providing on-site event coordination and preparing and distributing materials in a timely manner, assisting with post-activity follow-up and action items.

Arranges, oversees and executes the logistical requirements for the business case challenges

Coordinates communications activities for the Faculty:

Works collaboratively with faculty and staff to support the review, editing, and updating of the Faculty website content to ensure its accuracy, effectiveness, quality, timeliness, consistency, and relevance.

Identifies opportunities for enhancing the content, design, and layout of the Faculty website.

Acts as a first point of contact for all incoming communications originating from the 'Connect with us' section of the website and social media channels, triaging and/or responding to all inqu