Program Assistant

UBC The University of British Columbia; Vancouver; On-site; CAD 54,000 - 59,000; Full time

Job summary

The Indian Residential School History and Dialogue Centre (IRSHDC) at The University of British Columbia is seeking a Program Assistant to coordinate and execute event, program, project, and office logistics. The role serves as the primary reception contact, greeting Centre users and coordinating with vendors and contractors on behalf of attendees and stakeholders.

Reporting to the Operations and Special Projects Manager, the Program Assistant will help maintain smooth building operations,

Qualifications

• High school graduation with post-secondary credential and at least four years related experience.
• Commitment to equity, diversity, and inclusion.
• Strong interpersonal and communication skills.
• Ability to work independently and in a team.

Responsibilities

• Coordinate complex event processes and logistics for Centre events (meetings, retreats, dialogues, exhibitions, symposia).
• Provide orientation and support for staff and student employees on event processes.
• Arrange pre-planning logistics for in-person, virtual, and hybrid events (scheduling, room booking, registrations, AV).
• Serve as front-line receptionist handling inquiries and directing communications.
• Support office and facilities needs, including supplies, payments, and petty cash.

Skills

Interpersonal skills

Cultural awareness

Organizational skills

Attention to detail

Education

High school graduation with post-secondary diploma

Tools

Microsoft Office

Job description

Job Details

Job Title: Program Assistant

Union Job Category: CUPE 2950

Job Profile: CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Location: Department Operations | Indian Residential School History and Dialogue Centre

Posting End Date: October 25, 2026

Job End Date: Ongoing

Compensation

Compensation Range $4,881.00 - $5,255.00 CAD Monthly

Job Summary

The IRSHDC Program Assistant is responsible for coordinating and executing a comprehensive range of event, program, project, and office logistics for the Indian Residential School History and Dialogue Centre (IRSHDC or “Centre”).

The position is the primary reception contact, who greets Centre users and community members, communicates information and arrangements on behalf of event and meeting attendees and stakeholders, and makes arrangements with vendors, service providers and contractors.

The Program Assistant works closely with the Operations and Special Projects Manager to maintain smooth building and office operations, executing logistics and support for repairs and maintenance, access, supplies, and purchasing.

As a member of the Indian Residential School History and Dialogue Centre team, the Program Assistant requires knowledge and cultural awareness of residential schools and their colonial impacts on Indigenous peoples.

This position provides front‑line contact as a source of welcoming, greeting, and triaging support for the general public, visitors, and users of the Centre including residential school Survivors, Intergenerational Survivors, community members, and Indigenous Elders, making the ability to work effectively and respectfully with Indigenous people a requirement.

Organizational Status

This position reports to the Operations and Special Projects Manager, under broad strategic direction of IRSHDC Director and Academic Director.

The Program Assistant works closely as a member of the IRSHDC Operations Team, and with staff and project teams across all functional areas of the IRSHDC.

It is expected that this position will coordinate procedures, processes, and workflows around complex in‑person, virtual, and hybrid events and will routinely interact with individuals internal and external to UBC.

This position works primarily on‑site at the Centre, and provides reception and administrative support for off‑site events on an as‑needed basis, which may include schedule adjustments and occasional travel in accordance with operational and business needs.

The position regularly engages with UBC stakeholders (e.g. Building Operations, UBC IT, Campus and Community Planning, etc.) and external vendors, suppliers, and Centre users from all walks of life including academic researchers, educators and students from diverse backgrounds, and community members.

An important function of this position is to interact in a professional, confidential, and culturally appropriate manner with the general public and with community stakeholders, including residential school Survivors, Intergenerational Survivors, Indigenous community members, and Elders.

Work Performed

Event Coordination and Project Support

• Coordinates complex processes, procedures, and workflows for Centre events in collaboration with Centre staff, including (but not limited to) meetings, retreats, colloquia, dialogues, exhibitions, and symposia.
• Provides orientation and support for staff and student employees on event processes and procedures.
• Effectively organizes pre‑planning logistics associated with in‑person, virtual, and hybrid events, such as coordinating schedules, booking rooms, event‑registration check‑ins, and securing AV supports including set‑up and troubleshooting for video conferencing and Zoom.
• Coordinates processes, procedures, and workflows for meeting arrangements associated with Centre advisory and consultative bodies.
• Prepares catering quotes, orders catering, and coordinates delivery and pick‑up of catering for all meetings and special events.
• Executes event set‑up and take‑down requirements, including arranging furniture, catering layout/flow, ensuring event space is ready, coordinating registrations and AV support.
• Prepares quotes and organizes logistics for equipment, event‑supply and furniture rentals as needed.
• Provides just‑in‑time supports during events, such as coordinating access to AV, facilities support, creating and posting event and directional signage.
• Collaborates with Centre staff, including Health and Wellness Committee, to support logistics around teambuilding and staff wellness activities.

Special Projects and Programs

• Provides support for Elders‑in‑Residence events and programming, including coordinating and executing scheduling, bookings, travel and transport, catering and per diems, and onsite elder support.
• Collaborates with Centre staff under direction of Operations and Special Projects Manager to develop and maintain Gallery bookings calendar.
• Coordinates comprehensive travel arrangements for visiting Elders, dignitaries, advisory members, and other special visitors including drafting travel and support itineraries.
• Coordinates and supports with transportation including comprehensive support for accessibility needs for Elders and users with mobility challenges.
• Provides logistical and administrative support (drafting correspondence, organizing information using spreadsheets, documenting planning notes and actions, gathering and organizing information) for special projects.

Office and Facilities Support

• Provides general office and reception support, ensuring a professional and welcoming front‑line experience for visitors, staff, Centre users, and vendors.
• Serves as the primary point of contact for reception, including greeting visitors, answering inquiries, and directing communications.
• Manages incoming and outgoing deliveries, including receiving, tracking, and coordinating distribution.
• Maintains tidy and welcoming common spaces, including developing systems for maintaining clean and orderly reception, kitchen, and storage areas.
• Orders, maintains, and monitors inventory for office supplies, including maintaining Xerox equipment.
• Gathers quotes and estimates, makes payments, maintains petty cash, and logs expenses for projects and programs.
• Performs other duties as required.

Consequence of Error / Judgement

This position requires a high level of judgment, tact, discretion and initiative.

Errors in judgment with internal or external stakeholders could have negative impact on the IRSHDC and the University.

Work must often meet tight deadlines and requires the incumbent to communicate and perform well under pressure.

The incumbent is expected to respond well to unexpected circumstances and exercise good independent judgment.

Must demonstrate exceptional public facing and interpersonal skills in dealing with the high‑profile members of Indigenous community, Survivors, Intergenerational Survivors, the university, staff and faculty, senior administrators and members of the government.

Supervision Received

Works independently under broad direction from the Operations and Special Projects Manager.

Receives strategic leadership from the Director and Academic Director.

Supervision Given

May supervise student staff and/or coordinate functional teams for specific projects and programs.

Minimum Qualifications

• High School graduation, plus two years post‑secondary diploma, plus four 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

• Thorough knowledge and cultural awareness of residential schools and their colonial impacts on Indigenous peoples.
• Considerable interpersonal skills required for handling front‑line in‑person and phone inquiries and event‑related communications.
• Highly proficient use of computer applications and programs, specifically Microsoft Office suite (esp. Word, Outlook, Teams, Excel, Powerpoint) and use of internet to access information.
• Maintain accurate records and have high attention to detail.
• Demonstrated experience effectively handling situations involving diverse groups of people with cultural competence, emotional intelligence, and clear communication.
• Able to work a flexible schedule based on business needs.
• Excellent written, verbal, and organizational skills.
• Demonstrated ability to work independently on self‑directed tasks, while also contributing effectively to highly collaborative projects within a team environment.
• Extensive experience in office procedures.
• Ability to exercise tact and discretion with confidential matters.
• Ability to maintain accuracy and attention to detail.
• Ability to prioritize work, meet deadlines, and work well under pressure.
• Ability to take direction and learn new computer programs quickly.
• Knowledge of UBC Policies and Procedures preferred.

About the University

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 and Diversity

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.

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.

Canadians and permanent residents will be given priority.

Accessibility

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