Program Assistant

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

Job End Date

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.

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 Center 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.