Program Support and Engagement Assistant

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

This position primarily supports the e@UBCO portfolio and plays a vital role in supporting the day-to-day program operations of e@UBCO, particularly focused on operational administration of the UBCO VMS program while offering the opportunity to work in an entrepreneurial environment with ventures.

Organizational Status

This position involves program administration in support of the e@UBCO Program Manager, program and venture data organization and management, coordination of meetings and relevant schedules, supporting in-person event coordination and implementation, on and off campus engagement for e@UBCO programs, and various additional operational tasks, including broader data management support for the Innovation Portfolio, working with the Director, Innovation and Partnership Development Specialist. Reporting to the e@UBCO Program Manager, this position will work closely with the Innovation team, contributing to the successful administration, delivery and promotion of programs and events that foster entrepreneurship and innovation within the UBC Okanagan community.

Work Performed

e@UBCO Program & Engagement Support

• Leads the arrangement and coordination of all logistical aspects of UBCOVMS Mentor Meetings and Mentor Connects, including coordinating meeting availabilities, communications, calendar invites, venues, note taking, catering arrangements, equipment rentals, and transportation logistics (where applicable) as well as relevant data collection. Assists in planning, organizing, and executing events hosted by e@UBCO, including social gatherings, program sessions, workshops, and community engagement events.
• Builds and maintains positive relationships with program participants, particularly UBCO VMS Ventures, which includes being a point of contact for meetings, meeting logistics, additional requests, surveys, data collection, and story telling.
• Creates detailed event calendar schedules for program participants and supports in the communication of external programs and events to relevant ventures and mentors as directed
• Support in the triaging of the Innovation and UBCO VMS inbox and directing and responding to emails as directed; including leading follow ups for all inquiries to e@UBCO including distributing and following up with intake forms, coordinating initial meetings with team members, and tracking contacts and pipeline details.
• Supports program and event registration processes and attendee communications, particularly for the UBCO VMS program or as needed and directed by the e@UBCO Program Manager; provides support to ensure a positive experience for all participants, including VIP guests and speakers on site.

Data Organization and Operations:

• Supports data management for the Innovation portfolio: e@UBCO programs and events as well as research partnership activity, ensuring accurate collection and review of program metrics, data, contact information, relevant events and funding opportunities, meeting details, surveys, and testimonials. Includes developing data tracking structures, inputting data, ensuring validity of data, developing relevant surveys, data analysis, and contact tracking of stakeholders, mentors, ventures, and key contacts. Includes adding and supporting contact lists for Innovation Insights newsletter
• Contributes to annual reports and presentations by drafting content and ensuring proper tracking of Equity, Diversity, and Inclusion (EDI) metrics.
• Assists with market research and ecosystem analysis to inform programming.

Administrative Tasks:

• Handle administrative duties related to external meetings such as booking meetings with multiple stakeholders, securing rooms, collecting information, note taking, and organizing data in support of the Innovation Portfolio.

Analytics and Reporting:

• Develops surveys and data collection mechanisms to collect data for reporting on events and programs.
• Coordinates post-event/program data collection and storytelling for reporting purposes including survey deliver, collection, follow-up, gathering feedback & testimonials, and generates reports analyzing outcomes, effectiveness, and recommendations as directed.

Marketing & Engagement:

Assists with marketing and administrative support for The Germinator program lead by the School of Engineering

Supports marketing efforts for initiatives, programs and events, including in-person and digital initiatives in support of the Community Coordinator.

Attends events on campus and in the community as a representative for e@UBCO as directed.

Proofreads and reviews newsletter drafts for spelling, grammar, and functioning links.

Proofreads and supports graphic design of PowerPoint presentations

Supports in identifying resources, events, and programs from community newsletters to be included in Innovation Insights newsletter

- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Comfortable with MS Office Suite, including Outlook, PowerPoint, Word, Excel & Teams with demonstrated experience and intermediate knowledge of Excel for data management and analysis

Proficiency with data management tools and event platforms such as Eventbrite, Qualtrics, CRMs, Microsoft Suite, and a willingness to learn new software.

Ability and willingness to communicate through multiple platforms (Zoom calls, Teams, Emails, etc.).

Interest in the entrepreneurial ecosystem and supporting a diverse cohort of entrepreneurs and founders.

Ability to obtain and disseminate information effectively and tactfully with individuals with diverse stakeholders

Demonstrated experience working as a member of a team, working in a collaborative manner and supporting colleagues to achieve shared results and complete shared tasks while working independently to contribute to broader initiatives.

Ability to work in a service-oriented manner providing service to internal and external clients.

Demonstrated ability to perform effectively under pressure and manage multiple tasks concurrently. Professional oral and written communication skills.

Strong technical and organizational skills.

Availability to attend events outside of regular work hours and in the community as required.

Exceptional attention to detail and a commitment to follow-up procedures.

Ability to compose correspondence, reports, presentations, and other written materials using clear concise business language.

Prior program support experience with understanding of entrepreneurial programming, particularly mentor programs, and experience working with entrepreneurs is strongly preferred.

Bachelors degree preferred