Program Assistant 2

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

Job summary

The Office of Professional Learning (OPL) within the Faculty of Education at the University of British Columbia is seeking a Program Assistant 2 (0.5 FTE) to provide program and general administrative support for PTMO and OPL. The role emphasizes customer service, strong written and verbal communication, and meticulous data handling at UBCV Point Grey campus.

The incumbent reports to the PTMO Project Manager and collaborates with internal partners, instructors, and external vendors.

Qualifications

• Demonstrated customer service orientation and communication skills.
• Excellent attention to detail and consistently professional demeanor.

Responsibilities

• Enter, edit, and manage registration data in information systems.
• Respond to inquiries by phone, email, and in person.
• Support admissions, enrolments, and program administration for PTMO and OPL.
• Process receipts, refunds, and issue certificates for programs and events.
• Create program registration forms in WordPress and maintain the system.
• Assist in planning events and coordinating spaces and IT/equipment.

Skills

Customer service

Written & verbal communication

Attention to detail

Professional demeanor

Tools

WordPress

Registration systems

Job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Program Assistant 2 (Gr5)

Job Title

Program Assistant 2

Department

Mentorship Program | Office of Professional Learning | Faculty of Education

Compensation Range

$4,314.00 - $4,532.00 CAD Monthly

Posting End Date

August 23, 2026

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

Job End Date

August 31, 2027

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.

This is a 0.5 FTE term appointment until August 31, 2027.

Job Summary

The Office of Professional Learning (OPL) is a cost-recovery unit within the UBC Faculty of Education that offers professional learning opportunities, both credit and non-credit, for education and kinesiology professionals working in BC and beyond. Most programs are flexible and part-time, often online or off-campus, and designed to meet the needs of working in-service practitioners. OPL also hosts the Provincial Teacher Mentorship Office (PTMO), including its two-year pilot program, funded by the BC Ministry of Education and Child Care.

The Program Assistant provides program and general administrative support for the PTMO team within OPL, and the OPL team in general. This role requires a strong customer service orientation, exceptional written and verbal communication skills, excellent attention to detail, and a consistently professional demeanor.

Organizational Status

This position reports to the Project Manager, Provincial Teacher Mentorship Office (PTMO), or designate.

This position is physically located at UBCV Point Grey campus. The incumbent interacts frequently with various internal and external partners and clients, including, but not limited to representatives from the University, the Dean's Office, faculty, staff, instructors, school district personnel, provincial government officials, and program participants. This role also supports interaction with contractors, external vendors and other service providers.

Work Performed

• Enters, edits, and manipulates registration data in relevant information systems using processes of a complex nature.
• Responds to inquiries by telephone, email, and in-person, and provides information of a complex nature.
• Supports the administration and implementation of PTMO and OPL programs, such as admissions, corresponding with prospective participants, supporting students and instructors, and tracking enrolments.
• Provides registration support for various programs, events, and workshops, such as responding to general inquiries, troubleshooting registration issues, sending receipts, issuing refunds, and issuing certificates.
• Creates program registration forms (using WordPress) and maintains registration form system (e.g. tracking forms, downloading/storing data, periodically cleaning registration data).
• Assists with the ongoing development and improvement of electronic information support systems, such as student information systems for registration, program, and course scheduling.
• Assists in the planning and execution of events such as symposia, conferences, program information sessions, workshops, institutes or special events. This work may include, but is not limited to, sourcing venue information, obtaining quotes, arranging room/equipment rentals, arranging IT or A/V support, organizing catering, supporting registration, preparing materials, etc. This work may occasionally require time spent outside of standard weekday working hours during evenings or weekends.
• Supports budget tracking and expense processing.
• Drafts documents, reports and presentations as required.
• Helps to organize and schedule office meetings, events, and spaces.
• Other miscellaneous tasks that fall within the scope of the role, for both the PTMO & OPL, as needed.

Consequence of Error/Judgement

As a service and outreach unit in the Faculty of Education, the consequences of staff error could negatively impact both the reputation of the unit and/or the Faculty. OPL relies on its reputation for providing high quality, professional service and difficulties in the exercise of judgment, due diligence, or communication could prove detrimental.

Supervision Received

This position reports to the Project Manager, Provincial Teacher Mentorship Office (PTMO), and may receive directions and guidance from the PTMO Program Coordinator and OPL Administrative Manager.

Supervision Given

This position may be required to co-ordinate or oversee temporary staff or volunteers in suppo