Summer Work Learn – Program and Events Assistant

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

Position Details

Position Title: WL S23 MECH Program and Events Assistant
CareersOnline Job ID: 963822

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

Preferred Degrees/Disciplines: Applied Science/Engineering, current Mechanical Engineering undergraduate preferred.

To apply: Apply through Careers online (ID 963822) with your cover letter, resume, writing sample, and class schedule. A visual portfolio (social media, photography, graphic design projects, etc.) is not required, but would be an asset.

Job Description

Position Summary:

The Mechanical Engineering Program and Events Assistant will assist with recruitment programming promoting the Mechanical Engineering discipline to potential and current students. The role will help organize and run activities and events, and support the creation of communications materials promoting the mechanical engineering discipline and research and teaching at the department. The position will work within the Mechanical Engineering Student Services team. Leveraging prior knowledge and learning new skills, the Program and Events Assistant will both support existing work in the office and be encouraged to take ownership of small projects, helping to plan and facilitate programming that fosters the educational and career growth of our students.

Work may include, but is not limited to:

  • Assisting with the planning, promotion, execution, and evaluation of events and activities that engage potential and current students, alumni, and the public. Events may include but are not limited to: department tours, STEM programming support, planning Imagine Day activities, and assisting with Vancouver Summer Program activities;
  • Communicating with UBC staff, faculty and MECH community partners under the direction of our Student Services Office staff;
  • Interacting with prospective and new students in group and individual settings;
  • Promoting mechanical engineering as an excellent career path;
  • Recruiting and coordinating volunteers;
  • Drafting communications pieces, blog posts, and social media content and assisting with updates to the department websites as needed;
  • Creating visual assets such as photos, video, and graphics;
  • Providing support to new and ongoing departmental initiatives, such as Vancouver Summer Program;
  • General office support;
  • 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 Communications and Community Engagement Officer 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. 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:
  • Ability to communicate and connect verbally and in writing – you are comfortable speaking to groups and can write persuasively and concisely;
  • Previous experience with planning and executing events;
  • Experience with MS Word, Excel, Outlook, Teams, and OneDrive or SharePoint;
  • Knowledge of WordPress and Adobe Creative Suite (InDesign, Photoshop, Illustrator);
  • Social media experience (Facebook, Twitter, Instagram);
  • Time management, attention to detail, and organizational skills;
  • Professionalism, tact and discretion can be assured when they correspond with key contacts, prospective students, and interact with event attendees;
  • A friendly and social personality who enjoys interacting with a wide range of people;
  • Experience in a UBC Mechanical Engineering program – this role is ideally suited to students in 3rd or 4th year who have completed our Mech 2 program.

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:
  • Experience in customer service, or working with the public, children and youth is an asset;
  • Experience setting up Qualtrics Surveys, Canvas Courses;
  • Photography, graphic design, or video production skills.