University of British Columbia Looking for Job Posting Assistant at Vancouver, BC Full Time

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried – Program Assistant 2 (Gr5)

Job Title

Job Posting Assistant

Department

Program Support | Administrative Leadership 2 | Science Co-op Programs | Faculty of Science

Compensation Range

3,762.00 – $3,955.00 CAD Monthly

Posting End Date

August 2, 2022

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

Job End Date

Job Summary

The UBC Science Co-op Program assists over 2500 qualified Science students every year in securing work placements with Canadian and international employers as part of their education experience. The Science Co-op Program offers a supportive and positive work culture, and this position is part of a dedicated team that is passionate about student success.

This position in charge of handling incoming job postings from employers, sending out job application access information to employers and performing data entry in the Co-op database. The incumbent acts as the first point of contact for prospective and current students and employers and assisting in administrative duties such as reception duties, responding to verbal and written inquiries, processing employment offers and Co-op Check-in Meeting scheduling.

Organizational Status

Reports to the Assistant Director, Administration. Works in conjunction with other Program Assistants.

Work Performed

This position is well suited for someone who takes pride in completing data entry accurately and handling complex schedules.

Responsibilities may include but are not limited to:
1. Job Posting

• Enters Co-op Jobs into (SCOPE) database. Liaises with other Co-op Programs on campus to ensure that job postings are distributed to the appropriate Programs.
• Reviews all postings and ensures it is meeting all co-op requirements in terms of job nature, length, salary range etc.
• Coordinates job deadline distribution to maintain a manageable job closing schedule for students and programs
• Ensures information are posted in the database accurately and follows special instructions and deadlines as specified by the employers, also posted with the relevant disciplines
• Forwards any new employers to Coordinators for follow up
• Monitors incoming online job submissions from employers and approve postings in a timely manner

2. Closing Jobs

• Generate daily job closing report and share job application summary info with the Co-op team
• Coordinate job closings with other Program Assistants
• Review job applications to be sent to employers for short listing; pulls incomplete student job applications and emails students with explanation. Copy all student emails to coordinators to ensure coordinators are informed of any problems.
• Review applicants to ensure they are meeting funding or citizenship requirements before sending applications off to employers
• Reposts any jobs as requested by Coordinators and employers and extends applicable online postings
• Password protect application bundles as requested by employers and share password information to employers by phone
• Provides technical support to employers should they encounter issue accessing SCOPE or job bundles

3. Reception & Other Administrative Duties

• Provides excellent customer service to students and employers with inquiries about the program. Acts as the first point of contact for the front desk and greet visitors coming to the Co-op office

Generates report from the Co-op database on a regular basis and reach out to employers who have not responded after receiving job applications from the office

• Covers other secretarial staff during breaks and leave to ensure the smooth operation of the unit.
• Data entry for student placement records in Co-op database once students are hired by employers.
• Runs reports from the database and enters Co-op placement data into the Provincial Co-op database

every semester

• Assists in scheduling Co-op Check-In Meetings for Program Coordinators

Consequence of Error/Judgement

Poor judgment, errors or delay in project deliverables has a significant impact on the program and may lead to loss of student jobs, potential financial support and the reputation and professionalism of the Co‐op Office. The incumbent will be ultimately responsible and accountable for all of the functions concerning of the reception area. They will be required to identify problem areas, come up with possible solutions, implement change and evaluate processes. All Science Co‐op employees are required to follow UBC’s information security policies and procedures. Failure to do so may result in a serious information security breach, which will cause harm to the University and third parties.

Supervision Received

Works independently with directions from the Co‐op Coordinators and receive supervision from the Assistant Director, Administration.

Supervision Given

Is not required to supervise others, but may be asked to explain Co-op database and work procedures to new or inexperienced staff.

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.

Preferred Qualifications

At least two years of related office work experience or one year relevant UBC experience

Exceptional communication skills both verbal and written and have excellent customer service skills

Ability to perform data entry efficiently and accurately

Ability to exercise good judgment

Ability to resolve workplace problems, offer solutions and alternatives

Ability to be accountable and responsible for reception and ensure all projects and deadlines are met

Technical proficiency: MS Word, Excel, PowerPoint, e‐mail, Knowledge of databases is an asset.

Ability to handle complex administrative tasks

Ability to effectively manage multiple tasks and priorities

Ability to work effectively independently and in a team environment