Professional Programs Assistant

Staff - UnionJob CategoryBCGEU Okanagan Support StaffJob ProfileBCGEU OK Salaried - Support Services Assistant IIJob TitleProfessional Programs AssistantDepartmentDepartment Manager, CMPS & EEGSCompensation Range$4, $5,228.00 CAD MonthlyPosting End DateMay 10, 2024

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

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
This position facilitates the smooth and efficient operation of the CMPS professional programs, in a manner consistent with the department's goals and objectives. This includes: coordinating a variety of complex tasks and administrative functions to support the CMPS professional programs, providing front line contact and communication to professional program students, assisting new students with the process of program administration, providing program support and assisting current students with a range of issues related to the student's life in the program. Additionally, this position keeps students informed about conferences, funding and events.

Organizational Status
This position works primarily under the Department Head for day-to-day tasks and receives supervision and guidance from the Program Director(s), and from the Department Manager with regards to conditions of employment and University, Faculty and Departmental policies and procedures. The position interacts with faculty members, staff, students, the College of Graduate Studies, MDS programs staff at UBC-Vancouver, Research Services, and other UBC units.

Work Performed

Graduate Program Support

• Provides support as required by the Director(s) to facilitate the delivery of CMPS Professional Programs.
• Organizes the admission review process including application review, preparing summary sheets and processing acceptances or rejections and forwarding the results to CoGs.
• Maintains program student information database to track applicant information, degree progression, grades, biographical, financial and award information.
• Compiles and prepares statistical data and reports, as required.
• Ensures all documents necessary for graduation have been received and processed, and forwards documentation confirming degree completion to CoGs.
• Reconciles a department professional program VISA card.
• Manages course scheduling for the CMPS professional programs as required in accordance with established guidelines.
• Manages the administration of all student hires including Graduate Teaching Assistants (GTA) specific to the professional programs.
• Collects, records, uploads, files and/or appropriately disposes of all confidential documents required for student hires (taxes, personal data, and direct deposit).
• Provides Salto access for professional program students.
• Other duties as assigned by the Director(s) and the Department Head as required to support the activities of the professional programs or the Department of Computer Science, Mathematics, Physics and Statistics.

Academic Services

• Provides "first contact" guidance for faculty, staff and students regarding policies and procedures surrounding admissions, programs of study, awards, research assistantships, graduation and other related matters to help students reach their academic and career goals.
• Composes routine correspondence for the Director(s).
• Completes room booking for graduate classes and activities.
• Assists with the maintenance of graduate information files.
• Responds to a wide range of enquiries from current and prospective MDS students, alumni, and campus colleagues.
• Liaises with and provides support for Graduate Programs as required.

Communication, Engagement and Student Life

• Responsible for the planning, organization and presentation of various events to graduate students such as orientation, and graduate recruiting in cooperation with the IKB Communications Office.
• Plans and delivers information sessions for prospective students to disseminate program information.
• Develops, maintains and updates student recruitment materials.
• Participates in graduate recruitment activities and represents the Department of Computer Science, Mathematics, Physics and Statistics at graduate and program events.
• Responsible for special event planning and delivery to enhance the curriculum as well as academic and professional goals of the student body.
• Facilitates regular communication with the graduate student body to ensure students are informed of the goals, objectives, and activities of the MDS Graduate program and other information important for our students via the website, group email messages, class announcements and other forms of communication.
• Facilitates communication between the CoGs, the MDS graduate students and professional programs at UBCO and UBCV.
• Assists with digital content for promotional materials and social media.
• Participates in the preparation, editing, and distribution of the MDS Graduate Handbook.
• Reviews the content of the programs' website and communicates required changes to the IKB Communications Office.
• Participates in and assists with the planning of Department wide events as required

Performs other duties as required.

Consequence of Error/Judgement
This position has access to confidential correspondence, final exams, financial records and personal information for students, staff and faculty. Poor judgement or errors in processing confidential materials and correspondences could have an adverse effect on the work of the Department Head. Access to this wide range of information requires the employee to exercise judgment in maintaining the confidentiality of the information. A breach of privacy and policy may have serious financial implications to the University. Must be able to exercise a great deal of judgment and initiative in dealing with administrative matters where there are no established policies, procedures or guidelines.

Supervision Received
This position works primarily under the Department Head for day-to-day tasks and receives supervision and guidance the Program Director(s), and from the Department Manager with regards to conditions of employment and University, Faculty and Departmental policies and procedures. This position carries out familiar phases of work independently and in accordance with established procedures; however, is expected to be able to take initiative, problem-solve, determine course of action and then follow through independently without supervision.

Supervision Given
This position is not responsible for the supervision of others.

Minimum Qualifications

• Undergraduate degree in a relevant discipline.
• Over two (2) years of related experience, preferably in a post-secondary setting, or the 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

• Knowledge of University policies and procedures, graduate programs, and the College of Graduate Studies would be an asset.
• Demonstrated intermediate skills in MS Office software which includes Word, Excel, Access, Publisher, Outlook and PowerPoint.
• Demonstrated knowledge of Adobe PDF.
• Experience with e-Vision, SISC, and Workday would be an asset.
• Able to comprehend and analyze North American transcripts and international academic records.
• Demonstrated customer service skills are essential.
• Able to communicate sensitively in cross-cultural situations.
• Able to communicate politely, clearly, and effectively.
• Able to work independently and autonomously.
• Able to articulate and interpret issues, guidelines or policies from one party to others clearly and without error.
• Strong attention to detail and ability to work with data and systems with a high level of accuracy.
• Demonstrated oral and written communication skills.
• Effective problem-solving, multi-tasking, organizational skills and take initiative when required.
• Strong analytical skills and ability to demonstrate sound judgement.
• Able to multi-task, prioritize and work under pressure while maintaining a courteous and helpful manner.
• Able to work under pressure to meet strict deadlines and handle heavy volumes during peak periods.
• Able to maintain confidentiality.
• Able to work both independently and in a team environment.
• Able to exercise tact and discretion while handling sensitive or confidential issues.

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