Program Assistant 2

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

Job summary

The University of British Columbia (UBC) is seeking a Program Assistant 2 to support the Provincial Teacher Mentorship Office (PTMO) and Office of Professional Learning (OPL) within the Faculty of Education. The role is based at UBCV Point Grey campus and involves flexible, part‑time responsibilities focused on program administration and customer service.

This 0.5 FTE term appointment requires strong communication, attention to detail, and the ability to work with diverse partners including

Qualifications

• Minimum qualifications: High School graduation, plus one year of post-secondary education, plus three years of related experience.
• Demonstrates a commitment to equity, diversity, and inclusion.

Responsibilities

• Enters, edits, and manages registration data in information systems.
• Provides registration support for programs and events, including receipts and certificates.
• Drafts documents, reports, and presentations as required.
• Supports budget tracking and expense processing.

Skills

Excellent written and verbal comms

Outstanding interpersonal skills

Time management

Education

High school graduation + 1 year post-secondary

3 years related experience

Tools

MS Office (Outlook, Word, Excel, PowerPoint)

Zoom

Doodle

WorkDay

Canvas Catalog

WordPress

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 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

Provides broad-based, flexible program and administrative support for the team, including, but not limited to, the tasks listed below:

• 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.
• 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 support of various events (e.g. conferences, institutes). The position may also be required to explain work procedures or provide training/orientation, as needed.

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

Preference will be given to applicants who demonstrate:

• Excellent written and verbal communication skills
• Outstanding interpersonal skills, including the ability to build and maintain relationships, consistently demonstrate professionalism, and exercise tact and discretion
• Ability to work independently as well as collaboratively with a diverse team
• Ability to maintain accuracy with data entry exercising strong attention to detail
• Ability to work occasionally on weeknights or weekends to support classes and other events
• Time management skills, including the ability to prioritize and juggle multiple portfolios with different deadlines
• Confidence with and knowledge of standard administrative computer applications, including MS Office (Outlook, Word, Excel, PowerPoint), Zoom, Doodle, etc.
• Previous work experience in a public post-secondary institution would be an asset
• Previous experience with WorkDay, Canvas Catalog, and WordPress would be desirable

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? Equity and diversity are essential to academic excellence. An open and diverse community f… (continued) ...

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