Senior Program Assistant

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Summary

The Senior Program Assistant provides confidential high-level administrative support to first-year and interdisciplinary programs, working with the Director, program chair(s), student advisor(s), faculty members and administrator to ensure the smooth operations of a broad range of function including course scheduling, student registration, event coordination, and curriculum submissions. The incumbent is also responsible for event coordination and logistics, scheduling and promotional support to undergraduate student events and programs such as the annual CAPCON conference, Mix & Mingle for majors & minors, undergraduate student associations annual conferences.

First-Year and Interdisciplinary Programs (FYIP) in the Faculty of Arts is comprised of 14 distinct Interdisciplinary Programs as well as the Interdisciplinary Studies Degree Program. Together these programs enroll approximately 3800 students, and employ and support/liaise with 14 Chairs and 30+ faculty members.

Organizational Status
Reports directly to the Administrator, First-Year & Interdisciplinary Programs. The incumbent interacts and communicates with faculty, students, staff, alumni, department visitors, and staff from other units across campus.
Work Performed

• Coordinates for the CAP chair a complex timetable involving 10+ participating departments and programs in the Faculty of Arts. Prepares draft timetables based on the other departments’ availability, troubleshoots & resolves issues such as last-minutes changes to courses, instructors’ availability and other unexpected circumstances;
• Coordinates the timetable and exam scheduling for all interdisciplinary programs in the FYIP portfolio. Liaises with other units in the Faculty of Arts over the scheduling of cross-listed courses. Assists with course/instructor/TA evaluations.
• Monitors enrollment figures and advises the Director, Administrator and the Chair(s) on cancellations or raising of enrollment caps. Devises and executes strategies to increase enrollments;
• Supports student registration, and navigates waitlist, pre-requisite and section processes. Enters students' grades in the SISC/FSC systems when needed;
• In partnership with chairs, develops entry and exit surveys to measure student engagement and experiences in first-year programs. Analyzes the findings and writes reports on students satisfaction.
• Supports the adjudication of undergraduate student awards.
• Acts as first point of contact for students and instructors in first-year and interdisciplinary program.

Maintains current knowledge of resources available to instructors related to student concerns; directs student to the relevant university resource(s) such as Counselling, Financial Aid, etc.

• Acts as liaison for various undergraduate student clubs in the FYIP portfolio.

• Supports efforts in developing and redesigning the current & future programs in FYIP portfolio. Works closely with the chairs, director and administrator in coordinating activities related to curriculum development and preparation of appropriate forms for submission to the Faculty of Arts Curriculum Committee and the Senate;

• Coordinates arrangements for conferences, workshops, meetings and other special events including planning, managing a budget, prioritizing, and executing plans on the day;
• Participates in recruitment initiatives and events such as Arts Faculty Fair, Yield campaign, career fairs;
• Participates in the communications efforts across FYIP portfolio. Creates content for the first-year & interdisciplinary websites and various digital and social media platforms. Works with the Director, chairs & administrator to implement the various programs communication and marketing strategies. Liaises with Arts Communications team to ensure adherence to the faculty communication guidelines (brand, editorial strategy, etc.)
• Supports the hiring process for Sessional instructors, students (teaching assistant, work learn, etc.), including document management, drafting offer letters, communicating with new employees, and entering information into appropriate UBC systems, creating employee profiles on the program websites, and liaising with Arts ISIT;
• Coordinates the processing of financial paperwork (invoices and payments, expense reports, journal) and supports financial planning. Provides first-level advice on general financial inquiries. 
• Coordinates the office space and equipment management, including inventory and lease renewals. Liaises with building management on maintenance issues, emergency procedures, and employee/student access.
• Performs other duties as required.

Consequence of Error/Judgement
Errors could have negative budgetary consequences, result in lost opportunities or damage the reputation and credibility of the programs, Faculty of Arts and the University.
Supervision Received
Work is performed within authorized prescribed limits and/or an approved plan.
Supervision Given
Formally trains new staff on office procedures and/or may oversees the work of students and/or temporary staff. Oversees and trains the student volunteers for the annual conference(s).

Minimum Qualifications
High School graduation, plus 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

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Ability to understand and apply policies, procedures, and instructions. Knowledge of University systems, policies and procedures preferred. Previous experience at UBC an asset.  Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to efficiently and effectively coordinate tasks. Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters). Ability to accurately create and maintain records.  Ability to take and transcribe accurate meeting minutes. Ability to exercise sound judgment. Ability to remain calm, decisive, effective, and safe in emergency or crisis situations. Ability to work effectively independently and in a team environment. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to learn new software programs.  Ability to communicate effectively verbally and in writing. Ability to prepare and adjust schedules to accommodate all requirements. Ability to identify and correct missing and incomplete data. Ability to effectively use word processing, spreadsheet, database, web, scheduling and electronic mail applications at an intermediate level.