Senior Program Assistant, Office of Experiential Education

Senior Program Assistant – Office of Experiential Education

Department: Experiential Education Support, Faculty of Pharmaceutical Sciences

Compensation: $4,739.00 – $5,102.00 CAD per month

Posting End Date: June 22, 2026

Provide administrative support and coordinate experiential education practicums and associated activities across all programs within the academic portfolio, ensuring timely and accurate management of placements, student and partner information, and relevant documentation.

• Act as first point of contact for academic programs with experiential education components.
• Respond to complex information requests from prospective students and stakeholders via LMS, email, phone, or in-person, using discretion and tact.
• Receive and coordinate placement information from partners and students; manage OEE databases (E
  * Value, Canvas, HSPnet, Microsoft Teams, etc.).
• Produce complex Excel reports using formulas and pivot tables; prepare mail merges with Excel data.
• Maintain student and practicum partner information in respective databases.
• Assist with site recruitment and ensure placements meet UBC Legal Student Placement Agreements (SPA) and accreditation standards.
• Upon placement completion, confirm student assignments are complete and communicate successful completion to stakeholders.
• Upload course materials onto Canvas and other web-based platforms, update assessments, announcements and other resources.
• Answer student enquiries regarding experiential experiences, course materials, deadlines and requirements.
• Create surveys in Qualtrics, compile reports using basic statistics and program data.
• Provide guidance and support for meeting and event planning; assist with set‑up, planning and execution of OEE and faculty events.
• Assist with designing, developing and delivering promotional course material and presentations.
• Contribute to OEE policy development and implement administrative procedures for experiential education programs.
• Track pre‑practicum requirements and student communications.
• Assess practice educator eligibility for clinical appointments.
• Perform other related duties as directed by the Manager or Director of OEE.

• High school graduation and two years of post‑secondary education.
• 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.
• Demonstrated commitment to equity, diversity, and inclusion.

• Administrative work experience within experiential or post‑secondary education.
• Effective oral and written communication, critical thinking, problem‑solving skills, and attention to detail with high accuracy.
• Proficiency in English grammar, spelling, punctuation, and professional terminology.
• Ability to compose complex correspondence and reports tailored to intended audiences.
• Experience and high level of competence with word processing, Excel spreadsheets, databases, and related computer programs.

We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Métis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.