Engagement Assistant

The University of British Columbia; Kelowna; On-site; CAD 54,000 - 62,000; Full time

Job summary

The University of British Columbia Okanagan campus is seeking an Engagement Assistant in the Faculty of Management to provide operational administrative support for marketing, communications and events. You will engage with students, staff and external partners to ensure efficient processes and timely information flow.

Reporting to the Manager, Student Success, this role involves liaison across units, course support with high engagement requirements, and coordination of events, budgets, and

Qualifications

• Two years post secondary education in a relevant discipline.
• Over four years of related experience or equivalent combination of education and experience.
• Project Management Certificate/Course and/or experience would be preferred.
• Knowledge of university policies and procedures, and UBC systems is an asset.
• Ability to speak and write French is preferred.
• Experience using MS Word, Excel, PowerPoint, MS Teams, email and database management applications is required.
• Ability to work independently, as part of a team, and under limited supervision.
• Effective at multi-tasking, organization, and attention to detail.
• Ability to communicate effectively verbally and in writing, and maintain confidentiality.
• Ability to represent UBC to internal and external stakeholders in person, over the phone, and in writing.
• Proficiency with Word, Excel, PowerPoint, Outlook, web authoring software, web development and design, and Adobe.
• Ability to type 60 wpm and operate standard office equipment.
• Ability to deal with a diversity of people calmly and effectively.
• Ability to prioritize work and meet deadlines under pressure.
• Excellent inter-personal skills.

Responsibilities

• Provides administrative support for the Faculty by handling inquiries and directing information.
• Acts as a liaison with various UBC faculties, departments, committees and units.
• Coordinates with University Relations, Enrolment Services, and Student Advising regarding programs.
• Provides backup support for key administrative staff and maintains daily operations.
• Manages the Faculty’s email distribution lists.
• Supports courses with high student engagement, coordinating submissions and feedback.
• Provides and maintains partnership documentation to international partners.
• Supports international partnership activity and on-site event coordination.

Skills

Communication

Organization

Interpersonal skills

Multitasking

Typing 60 wpm

MS Office proficiency

Education

Two years post secondary education in a relevant discipline

Tools

MS Word

Excel

PowerPoint

Outlook

MS Teams

Web authoring software

Adobe

Job description

Staff - Union 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 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing

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 inquiries, as appropriate.
• Develops and maintains an editorial calendar of approved communication projects in the Faculty portfolio to ensure that relevant deadlines are met.
• Acts as a key connection point between the communications teams at UBC Okanagan.
• Acts as the primary liaison with University Relations for all approved communications projects within the Faculty portfolio.
• Researches and collects data to support the creation of communication materials on activities for strategic initiatives, website postings, the newsletter, presentations and media relations.
• Publishes content on Faculty awards, news, announcements, educational and informational stories for both the UBC community and external audiences.
• Prioritizes, drafts and schedules communications for social media channels pertaining to prospective and current students, alumni, researchers and community partners.
• Monitors social media activity on Faculty channels, and seeks out and shares relevant content, based on the overall strategy for social media activity for the Faculty.
• Performs other related duties as required.

QUALIFICATIONS

• Two (2) years post secondary education in relevant discipline.
• Over four years of related experience or equivalent combination of education and experience.
• Project Management Certificate/Course and/or experience would be preferred.
• Knowledge of university policies and procedures, and UBC systems is an asset.
• Ability to speak and write French is preferred.
• Experience using standard workplace software such as MS Word, Excel, PowerPoint, MS Teams email and database management applications is required.
• Ability to work independently, as part of a team, and under limited supervision.
• Effective at multi-tasking, organization, and attention to detail.
• Ability to communicate effectively verbally and in writing, and maintain confidentiality.
• Ability to effectively represent UBC to internal and external stakeholders in person, over the phone, and in writing.
• Computer experience at an intermediate level required (Word, Excel, PowerPoint, Outlook, web authoring software, web development and design, Adobe).
• Ability to type 60 wpm and to operate a normal range of office equipment at an advanced level.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to prioritize work and work effectively under pressure to meet deadlines.
• Excellent inter-personal skills are required.
• Ability to exercise tact, courtesy, discretion and sound judgment.
• Ability to apply previously learned concepts to new situations and/or technology.
• Ability to follow and carry out instructions.
• 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.

ABOUT UBC

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?

DEI STATEMENT

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