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The University of British Columbia

Program Assistant

Vancouver, BC, Canada

Pay: $4,881 to $5,255 CAD / month
Job type: Full-time
Apply by: Oct 28, 2026
Posting language: English
Posted: Sep 28, 2026

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Original job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title

Program Assistant

Department

Operations | Indian Residential School History and Dialogue Centre

Compensation Range

$4,881.00 - $5,255.00 CAD Monthly

Posting End Date

October 25, 2026

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

Job End Date

Ongoing

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.

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More about this job

Responsibilities

Coordinates logistics for in-person, virtual, and hybrid events, programs, special projects, and visitor travel, including catering, bookings, accessibility, and audio-visual support. Provides welcoming reception and administrative support while helping maintain office operations, facilities, supplies, and vendor relationships.

Requirements

Requires high school graduation, a two-year post-secondary diploma, and four years of related experience, or an equivalent combination of education and experience. Preferred qualifications include knowledge of residential schools and their colonial impacts, strong administrative and communication skills, cultural competence, discretion, attention to detail, and proficiency with Microsoft Office.

Skills

Event Coordination
Project Support
Reception
Office Administration
Facilities Coordination
Travel Coordination
Vendor Coordination
Microsoft Office
Microsoft Teams
Excel
PowerPoint
Zoom
Audio-Visual Support
Cultural Competence
Confidentiality
Written and Verbal Communication

Visa sponsorship

Not detected in the job text

Keywords

Event Coordination
Program Administration
Project Support
Reception
Office Procedures
Facilities Support
Event Logistics
Hybrid Events
Virtual Events
Catering
Travel Arrangements
Accessibility Support
Audio-Visual Support
Zoom
Microsoft Office
Microsoft Word
Microsoft Outlook
Microsoft Teams
Microsoft Excel
Microsoft PowerPoint
Inventory Management
Vendor Coordination
Residential Schools
Indigenous Communities
Cultural Awareness
Confidentiality
UBC Policies and Procedures

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