Summer Work Learn – MECH Vancouver Summer Program Assistant

This is a work learn position with the Mechanical Engineering Student Services Office

Position Details

Position Title: WL S23 MECH Vancouver Summer Program Assistant
CareersOnline Job ID: ID 963840

Anticipated Start Date:  May 1, 2023
Hours Per Week:
20 | Total Hours: 300
Salary/Wage: $22.67

Preferred Degrees/Disciplines: Applied Science/Engineering, Computer Science/IT, Science/Environment/Agriculture, Health Sciences, Arts/Social Sciences, Business Administration/Commerce/Management, Education/Teaching, Kinesiology

To apply: Apply through Careers online (ID 963840) with your cover letter, resume, and class schedule.

Job Description

Position Summary:

The MECH Vancouver Summer Program Assistant will contribute to the coordination and execution of activities and events related to the Vancouver Summer Program (VSP), which welcomes students from around the world to experience learning at UBC. Leveraging prior knowledge and learning new skills, the Vancouver Summer Program Assistant will be instrumental in supporting the visiting international students while they participate in VSP’s various academic and social activities. The Vancouver Summer Program will run from mid-June to mid-August, so the Program Assistant will be required to be available for day, evening, and possibly weekend activities during this period of time.

Work may include, but is not limited to:

  • Coordinating and supporting the onboarding and orientation of incoming VSP students;
  • Assisting with the planning, execution, and evaluation of academic and social events and activities. Most events will occur in June, July, and August (some evening and weekend work will be required), with much of the planning to be completed in May;
  • Post event reporting and analysis;
  • Creating orientation or educational resources for distribution to students and/or institution chaperones;
  • Interacting with the visiting students in group and individual settings (virtually or in-person, depending on safety guidelines at the time);
  • Promoting mechanical engineering as an excellent educational and career path;
  • Providing leadership and direction to student volunteers related to events and activities for the VSP students;
  • Creating content for Canvas website, announcements, and posters, and if in-person activities occur, photographing any activities;
  • Tracking program data and outcomes;
  • General Mechanical Engineering Student Services program and office support, on an as-needed basis;
  • Other similar duties.

This is an in-person role, though this may change over the course of the Work Learn term in accordance with Provincial and University guidance.

Supervision Received:

This role is under the supervision of the VSP and Events Coordinator in the Department’s Student Services team. Work will be performed independently and in collaboration with other team members, including other student staff and regular employees. The supervisor and student will have regular weekly meetings, as well as maintain contact through email, Microsoft Teams, and telephone as necessary. With much work being done remotely applicants should be self-motivated, and have the initiative to ask questions and communicate with supervisors and teammates, especially as tasks may sometimes be time-sensitive. Students will be given broad goals or tasks, and receive mentorship and supervision as required to reach them.


You must have this:

We are seeking an organized, efficient, and friendly person to take on a role that will be fast-paced and public-facing.

  • Ability to communicate and connect verbally and in writing – you are comfortable speaking and can write persuasively and concisely;
  • Previous experience with event planning or project management;
  • Experience with MS Word, Excel, Outlook, Teams, and OneDrive or SharePoint;
  • You love a spreadsheet and creating clear, thorough documentation;
  • Time management, attention to detail, and organizational skills;
  • Professionalism, tact and discretion can be assured when they correspond with key contacts, students, and faculty members;
  • Previous experience working with large groups of people or the general public in a customer service role (tourism, performing or visual arts, athletics, entertainment and STEM education sectors are all applicable – i.e. festivals, summer camps, STEM camps, etc.)
  • a passion for meeting new people and learning about new places/cultures, and providing positive visitor experiences.

We are looking for a motivated person who is open to learning new things, can think critically and logically, and enjoys opportunities to make suggestions and take initiative. We want someone who will always push for improvement, and can see opportunities when they look around them. You can pick up new skills quickly, and are an independent thinker who can work on a team, work with minimal supervision, problem solve, know when to ask questions, and still take direction when needed.

This would be nice:
  • Current undergraduate student with firsthand knowledge about the Mechanical Engineering department, particularly students in 3rd or 4th year who have completed our Mech 2 program;
  • Experience setting up Qualtrics Surveys, Canvas Courses;
  • Familiarity with Adobe Creative Suite, or photography, graphic design, or video production skills.