Program Resource Centre Coordinator

Job Summary
The Program Resource Centre Coordinator (PRCC) provides front-line support to users of the Program Resource Centre (PRC), a drop-in workspace. Additionally, the position inventories PRC supplies and equipment to ensure a positive and functional experience for users. Through supporting the administration of various projects in the Student Residence Strategic Initiatives portfolio, the PRCC supports the delivery of various Residence Life programs such as staff onboarding, recognition, training; and residence move-in and move-out.

Organizational Status
Reports directly to the Manager, Residence Education (MRE); and receives indirect supervision from the Manager, Residence Transition and Community engagement, and the Manager, Residence Life Administration. The incumbent will liaise with the UBC Residence Life Management team, SHCS Facilities & Building Services Staff, SHCS IT, and Residence Front Desk Staff.

Work Performed

Reception Desk Support

• Welcome users to the PRC.

• Assist with operation and inventory of equipment, supplies and resources.

• Keep accurate records that reflect who, when and how the PRC is being used.

• Facilitate drop-in orientation of the PRC for users.

• Support users in operating equipment in the PRC, such as office printers, large format banner printers, laminators, etc.

• Set an exemplary standard of conduct while in the company of users and report concerns immediately to the MRE.

• Open and securely close the PRC at the beginning and end of each shift where the PRC is open to users.

Activity and Event Planning Support

• Support PRC users in actualizing promotional event assets by providing guidance for the use of equipment, which includes design software on the PRC workstations.

• Track equipment rentals and provide prompt follow-up as needed to ensure PRC equipment is accounted for.

• Occasionally plan and run workshops for PRC users aimed at increasing awareness of safe and effective use of PRC equipment and supplies.

• Provide support for site setup and takedown during staff onboarding initiatives, training, residence move-in or move-out and other residence programs or events as designated.

• Make recommendations to the MRE regarding opportunities for new equipment that can be signed out from the PRC that enhances users’ community building efforts in residence.

Communications

• Update the PRC website and social media accounts as needed to reflect opening hours and other important information.  

• Update the PRC bulletin boards regularly, which includes the development of eye-catching and relevant passive programs to be role-modelled for PRC users.

• Support the MRE by drafting project specific communications that are used as part of an annual workflow.

• Develop schedules for project specific tasks for the MRE to review by utilizing Excel.

• Assists the MRE and indirect supervisors with sending email communications where appropriate.

Administrative Duties

• Familiar with the policies and procedures of Student Housing and Community Services as outlined in the PRCC job training.

• Provide, review and respond to regular updates from MRE; this includes but is not limited to completing regular written and verbal reports.

• Track user group spending, and draft invoices at the end of each academic term.

• Organize supplies and catering in accordance with management team needs related to onboarding and training programs.

• Attend regularly scheduled one-on-one meetings with the MRE.

• Supports the MRE and other Student Residence professional staff with the sorting or assembly of posters and other supplies, including those related to Strategic Initiatives projects, that are directed to the PRC.

• Perform other duties as assigned.

Consequence of Error/Judgement
The incumbent exercises considerable judgment and must demonstrate tact and discretion within established departmental and UBC guidelines and regulations. Interactions with PRCC directly affect organizational morale and the user experience. Position involves a great deal of independent decision-making and requires a high level of initiative, tact and judgement. Failure to perform to specific performance standards can result in not meeting deadlines, and disruption to residence operations.

Supervision Received

Works independently with minimal supervision in the performance of daily tasks. Under the MRE, receives instructions on new assignments, but is required to complete recurring tasks and assignments independently.

Supervision Given

Not applicable

Minimum Qualifications
High school graduation with training in basic office procedures and practices and a minimum two 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

·       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.

·       Ability to lift and move (pushing and pulling) items varying in weight (up to 30 lbs).

·       Ability to walk up to 2 kilometers and stand for extended periods of time.

·       Basic technical proficiency with office equipment, Microsoft Office suite, Adobe, and social media.

·       Related experience working with students in a Student Service environment.

·       Knowledge of the UBC Vancouver Campus.

·       Ability to communicate clearly and effectively verbally and in writing.

·       Demonstrates ability to effectively use word processing, spreadsheet, and email applications at an advanced level (i.e., Outlook, MS Word, MS Excel, Adobe Acrobat, PowerPoint).

·       Experience working with Canva and Adobe Suite.

·       Ability to maintain accuracy and attention to detail.

·       Ability to perform work in accordance with established procedures and practices requiring initiative to plan and complete recurring assignments independently and handle frequent interruptions.

·       Prioritize, multi-task and work effectively under pressure to meet deadlines.

·       Familiarity with building community in a Student Services environment.

·       Experience in facilitating workshops or training sessions is an asset.