Education Program & Admin. Asst.

This position will jointly report to the Executive Assistant (EA) to the Director and the Manager, Administration.  Direction will also be provided by the MSc Program Director and the Graduate Student Programs Manager and other senior team members. 

Work Performed 

MSc Program Support 

• Works with the MSc Program Director, the Victoria Academic Site Lead, and the EA to the Director to plan the term-by-term roll out of the Audiology and SLP programs. 

• Works with the EA to the Director to provide support to the Director and coverage as needed. 

• Develops comprehensive timetables and final exam schedules; books physical classrooms and lab spaces at both the Vancouver and Victoria sites; books Video Conferencing spaces with UBC Digital Solutions for the SLP distributed program located in Vancouver and Victoria. Liaise with Victoria site staff as needed. 

• Enters teaching assignments into Workday and Scientia. 

• Liaises with the MSc Program Director and UBC Bookstore to ensure required textbook orders are filled in advance of all courses. 

• Acts as the liaison with the office responsible for Student Evaluations of Teaching (SEoT) to ensure Student Experience of Instruction surveys are correctly scheduled for all courses.  

• Updates the SASS MSc student handbook annually so that it reflects all relevant UBC, Faculty of Medicine, Faculty of Graduate and Postdoctoral Studies, and School policies, and distributed site information. 

• Works with MSc Program Director, the UBC Centre for Accessibility (CfA) and the Operations Facility Manager to ensure student accommodations requests are addressed for all classes, while respecting student privacy. 

• As directed by the EA to the Director, prepares and distributes Qualtrics surveys for program planning, committee work, and special projects. Compiles summary reports of these surveys as needed. 

• Provides day-of support to volunteers, course coordinators, Graduate Student Programs Manager and MSc Program Director including catering, preparing materials, etc. This includes the delivery of program events such as Orientation week, Student Recruitment events and Graduation. 

• Provides administrative support to School standing and ad hoc committees related to SASS Programs. Support includes scheduling meetings, working with committee chairs to prepare agendas, taking and distributing accurate minutes and other printed and digital materials, following-up on action items and supporting committee members in related activities.   

• Monitors the general inquiries email, responds or redirects as needed to the appropriate lead.  

• Schedules AUDI and SLP patients in the School’s in-house clinics. 

• Ensures confidentiality is maintained around student and patient information and instructor performance and that all private data is collected and stored in alignment with UBC policies. 

HR Administration 

• Assists Manager, Administration in preparing, distributing, receiving and processing teaching contracts, appointments, reappointments, resignations and leaves of absence, honorariums and other related business processes and paperwork for GTAs, Sessional Instructors and Adjunct appointments. 

• Coordinates with the Manager, Administration to enter and process teaching payments and honorariums and reconcile external teaching and sessional lecturer payments.   

• Processes student and research lab staff appointments. This includes liaising with faculty in a streamlined and organized way to collect the relevant information, providing advice and guidance on best practices, posting job requisitions, processing appointments, reappointments, resignations and leaves of absence and other related business processes. 

• Troubleshoots payroll-related issues for Student, Clinical Faculty and Sessional Instructor payments and refers unusual issues to the Manager, Administration. Liaises with UBC Payroll regarding missing/incorrect payments when needed.  

• Ensures HR documentation and backup are filed and stored appropriately on the School’s Team share storage service and in accordance with UBC privacy and data retention policies.

Finance Administration 

• Supports Administration in tracking budget expenditures by maintaining accurate files on instructor payments, catering, and any other incidental costs incurred. Calculates accruals and payment rollovers.  

• Prepares financial transactions in Workday (cash deposits, journal vouchers/accounting adjustments, invoices, expense reports, purchase orders, travel claims and purchasing requisitions) according to University policies and procedures, ensuring proper authorization and appropriate supporting document is provided. 

• Performs accurate and timely data entry of financial documents directly into Workday as required (i.e., reimbursements to students and vendors). 

• Prepares financial reports and reviews ledgers as requested by Manager, Administration. 

• Responds to all financial enquiries and provides information to faculty and staff on current UBC Finance policies and practices. 

• Assists the Manager, Administration in preparing year-end tasks including accruals and adjustments. May be required to troubleshoot issues; solves problems and refers complex issues, 

• Uses knowledge of UBC policies, Tri-Council policies and accounting practices to make decisions during preparation and reviewing of documents. 

• Ensures that Finance documentation and backup are filed and stored appropriately on the School’s Team Share storage service and in accordance with UBC privacy and data retention policies. 

Consequence of Error/Judgement 

Errors in judgment or ineffective communication may lead to inefficiencies in operations or unmet deadlines, and potentially jeopardize the viability of the School’s programs. Breach of confidentially could adversely affect the School’s relationships with faculty, staff or professional organizations. 

Supervision Received 

This position reports jointly to the Executive Assistant to the Director and the Manager, Administration. Direction may be provided from the MSc Program Director and the Graduate Student Programs Manager. The Education Program and Administration Assistant will work independently under broad direction. The incumbent is expected to take initiative, problem solve, determine course of action and then follow through independently. 

Supervision Given 

May oversee and supervise students and new/temporary staff in the daily operations of the School. Provides training and instruction of a routine nature requiring expertise of University best practices, policies and procedures. 

Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus 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

Two years experience with University Administration and Student Systems/Programs including Workday (Student, Finance & HR), Canvas and Scientia.  Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to accurately maintain appointment calendars, and schedule appropriate appointments. Ability to determine the nature and urgency of inquiries and issues, and triage appropriately. Ability to work in a team environment. Ability to work independently with minimal supervision. Ability to perform basic arithmetic. Ability to effectively use the Microsoft suite of applications at an intermediate level. (e.g., Outlook, MS Word, MS Excel, Powerpoint). Ability to analyze problems, identify key information and issues, and effectively resolve problems. Ability to interpret and apply complex policies and regulations. Excellent organizational skills. Ability to gather, record, and organize information. Ability to create and accurately maintain records and filing systems. Ability to take and transcribe accurate meeting minutes. Ability to effectively manage multiple tasks and priorities. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate effectively verbally and in writing in English. Ability to make thoughtful, informed, and thorough decisions. Previous experience in academic program administration is preferred. Understanding of a university teaching environment is preferred.