Undergraduate Program Assistant

7 days ago

Vancouver, British Columbia, Canada University of British Columbia Full time
Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Undergrad Student Supp 2 (Gr4)

Job Title

Undergraduate Program Assistant - Receptionist

Department

Administrative Management and Support | Undergraduate Program | Department of Computer Science | Faculty of Science

Compensation Range

$3, $3,789.00 CAD Monthly

Posting End Date

January 3, 2023

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

Job End Date

Job Summary


This position is the primary point of contact for all inquiries pertaining to the Department of Computer Science, provides direct support in coordination and administration of the Undergraduate Programs in the Department of Computer Science.

Organizational Status


Reports to the Undergraduate Program Manager works under the direction of the Undergraduate Program Manager, Senior Program Assistant, the Associate Head of Operations and the Associate Head of Undergraduate Affairs.

Work Performed


Incumbent is the first point of contact for the Department of Computer Science and the Undergraduate Program in Computer Science.

Formats and maintains a variety of general information provided to students and instructors. Updates Undergraduate resources and information on MyCS

Accesses SISC for student information and provides information to the Faculty and Department administrators as required.

Generates and distributes class lists where necessary; moves students off the wait lists at request of advisors.

Administers and routes official letters, forms and announcements.


Completes monthly and hourly salary appointment forms for undergraduate and graduate students employed by the Department faculty, appointed in hourly and monthly Teaching Assistants, summer and coop positions; ensures all information is correct and enters the initial appointment into Workday, ensures appointment has gone through all approvals steps in the system; reviews and verifies time sheets with faculty and students, assists students with timesheet queries.

Books rooms for exam marking, review sessions, midterm exams and meetings as required.

Processes course related room booking requests for faculty and students in restricted and non-restricted rooms on the UBC room booking system and bookable rooms in CS.

Provides guidance and information with respect to the availability and booking of rooms.

Maintains and ensures faculty term teaching mailing list is up to date for all teaching terms.


Maintains and updates the teaching schedule and the Undergraduate Courses Timetable based on the SISC schedule for distribution to staff and faculty and for posting to the CS/My CS pages.

Maintains files for course outlines, change of grade forms, add/drop forms etc.

Assists with the set up associated with Department Events as required.

This includes booking venues/rooms, arranging catering, circulating invitations, tracking RSVPs, recruiting and training student volunteers as well as any other logístical requirements such as adding to events calendars as required.

Member of multiple Undergraduate Program related Departmental committees. Backs up as committee and committee related department meeting support in the absence of the Senior Program Assistant.


Upon request from Course Instructors, assigns invigilation/marking duties for final exams; advises course instructors and Teaching Assistants of their invigilation and marking duties; generates and distributes duty information for all Teaching Assistants invigilators; creates and distributes Teaching Assistants invigilation and marking duty list for instructors and posting on Teaching Assistants info board.


Provides assistance to Faculty, staff and graduate students with general photocopying/printing, clears paper jams and arranges for service when necessary.

Ensures main office photocopier and fax machines paper trays are full, maintains photocopier and orders toner supplies.

Backs up for Senior Assistant as note taker for academic misconduct cases.


In consultation with faculty members, is responsible for ordering textbooks and teaching materials for the undergraduate program through the UBC Bookstore.

Maintains database of course materials. Obtains reading copies of textbooks for instructors and Teaching Assistants, and administers book loans. Signs out equipment (projectors, etc.) assignment box keys, UTA supplies, etc. maintains log sheets and replenishes UTA supply cupboard.

Administers Access Control for undergraduate students; entering user information in the database; and assigning access to user account.

Under the direction of the Undergraduate Program Manager and the Senior Program Assistant maintains up to date web content, resources and contact information for undergraduate student inquiries relating to finance, housing, grants fellowships, scholarships, awards and other information directed at undergraduate students; refers inquires to appropriate department or UBC contact as req

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