Senior Program Assistant, Bpsc Program
4 weeks ago
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
This role is expected to start at Grade 8 Step 1 ($4,739 monthly).
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 Faculty of Pharmaceutical Sciences offers several academic programs including the Bachelor of Pharmaceutical Sciences (BPSc), Entry-to-Practice (E2P) Doctor of Pharmacy (PharmD) program, the Flexible PharmD program, and graduate programs (MSc, PhD, and the Graduate Diploma in Pharmacy Leadership). The program leading to the Bachelor of Pharmaceutical Sciences credential is designed to prepare graduates for a diverse range of careers in the pharmaceutical and biotechnology industries and further studies in pharmaceutical sciences graduate programs.
This position is responsible for providing administrative program support for the planning and delivery of the BPSc program. The incumbent supports the day-to-day administration of all aspects of the program, including student support and communications with faculty. They are required to liaise closely with students, faculty, and staff. The Senior Program Assistant works closely with the Program Manager, BPSc, as well as the Program Director, BPSc, the Assistant Program Director, BPSc, Course Coordinators, and the Faculty's Enabling Units. Additionally, the Senior Program Assistant, BPSc may be called upon to support other projects within the Faculty's Academic Portfolio, as needed.
Organizational Status
Reports to the Program Manager, BPSc.
Work Performed
- Provide day-to-day administrative program support for delivery of the BPSc program.
- Respond to complex inquiries by telephone, email, and in-person, and provides information of a complex nature to students, faculty, staff and others.
- Coordinate program related meetings as required: contact members and guests; prepare documentation (agenda, minutes, etc.); arrange AV requirements, video- or tele-conferencing; order catering and book suitable rooms.
- Coordinate the logistics, planning and implementation of events and meetings (Power Ups, Career Exploration events, BPSc Student Association events, Peer Mentorship Program, etc.), while liaising with student leaders and other partners to ensure successful delivery and evaluation.
- Support the course scheduling process; relaying course information to all appropriate stakeholders (e.g., Course Coordinators, Instructors, Graduate Teaching Assistants, and students), as necessary.
- Resolve complex problems in specialized areas, including for other staff.
- Create and disseminate materials to student, staff, faculty, and external stakeholders through email and platforms such as Canvas, MS Teams, etc.
- Maintain and update curricular and program materials in the program management system and shared drives.
- Creates surveys in Qualtrics, collect survey results and conduct data analysis.
- Ensure that all deadlines are met in a timely fashion, while keeping the Program Director, Assistant Program Director and Program Manager informed of any obstacles and delays.
- Perform administrative duties such as drafting correspondence, updating manuals and ensuring that the program-specific pages on the Faculty website, in shared electronic folders and on the BPSc Student Information Hub are up to date.
- Coordinate and liaise with other Faculty units to deliver innovative program activities and faculty/staff training on program support systems as required.
- Use initiative, interpretation, and/or ingenuity to provide input into program policies and procedures, as well as implement and evaluate administrative procedures for the BPSc program.
- Assist in logistical arrangements and delivery of assessments including the coordination and scheduling of assessments, communicating assessment-related information to students and Course Coordinators, etc.
- Gather statistics and course and program data for program evaluation reports.
- Order supplies and maintains the program office, keeps inventory of supplies.
- Perform other related duties as required.
Consequence of Error/Judgement
The incumbent is responsible for the day-to-day administration of the BPSc Program. Work must often meet tight deadlines, and the incumbent will be expected to respond well to unexpected circumstance as well as exercise independent judgement. The incumbent must
demonstrate exception interpersonal skills when dealing withcollaborators. Errors related to the program administration, coordination of services for students, or logistical coordination supporting course coordinators and instructors could netatively affect the curriculum timeline and student progress. Errors in accuracy and judgement could reflect negatively on the BPSc Program, the Faculty and the University.
Supervision Received
Works independently under directives from the Program Manager, BPSc, the Assitant Program Director, BPSc, the Program Director, BPSc, and Course Coordinators.
Supervision Given
This position may formally train new staff on work procedures, and/or oversees work of students and/or temporary staff. Job tasks are governed generally by broad instructions, objectives, and policies, usually involving frequently changing conditions and priorities.
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
- Experience in an administrative role preferable.
- Effective verbal and written communication, interpersonal and organizational skills are critical.
- Ability to:
- prioritize and work effectively under pressure to meet deadlines, work collaboratively and interact with empathy, understanding, and humility with people from diverse backgrounds and with diverse identities, perspectives, and behaviors
- be adaptable and coordinate various projects,
- exercise tact and discretion,
- maintain accuracy and attention to detail,
- take and transcribe minutes,
- compose correspondence using clear and concise business English,
- work both independently and within a team environment.
- Must be able to function effectively in a typical office setting, and be able to operate a normal range of office equipment.
- Effective use of word processing, spreadsheet, database, presentation and Internet applications at an intermediate level.
- Must be comfortable working with ambiguity and change.
- Knowledge of University and Faculty student-related policies and procedures is an asset.
- Experience with Canvas, Workday Student and other UBC teaching and learning systems is an asset.
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