Undergraduate Programs Assistant

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Undergrad Student Supp 3 (Gr6)Job TitleUndergraduate Programs AssistantDepartmentAdministrative Support | BIE Advising and Work Learn_TA | Vancouver School of EconomicsCompensation Range$4, $4,676.00 CAD MonthlyPosting End DateMay 16, 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
Responsible for a variety of complex tasks in connection with the administrative functions of the Economics undergraduate programs (Major/Minor/Honours/Combined Majors). Supports the academic success, development, and retention of approximately 1000 domestic and international students. Works collaboratively with the Directors of Undergraduate Studies and Senior Undergraduate Programs Assistant. Provides administrative support to the Directors of Undergraduate Studies, Honours Advisor and other faculty advisors. Serves as an initial point of contact for students, providing them with information, support, and further directing inquiries as needed.

Organizational Status
The incumbent reports to the Undergraduate Programs Manager. Works closely with, and under the direction of the Directors of Undergraduate Studies and the Senior Undergraduate Programs Assistant. Supports the Honours Advisor and other faculty advisors. Liaises with VSE Faculty, staff, students and other units within the University and the external community.

Work Performed

Admissions

• Assists in all aspects of admissions, applications processing, offers and refusals, program declaration, and recruitment activities.

Course Scheduling and Registration

• Assists in scheduling for all ECON, cross-listed, CAP, special programs, and online courses (160+ sections per year). Schedules labs and discussion sections. Assists in scheduling maintenance and course seat management.

• Monitors ECON course registrations, removing ineligible students and registering students according to priority and different Faculty program requirements, and responds to all general queries regarding registration into undergraduate ECON courses.

• Coordinates exam schedules for all undergraduate ECON classes, acting as a liaison between faculty and Enrollment Services to ensure a seamless exam process.

Student Services and Advising

• Responds to student inquiries (in person, email and telephone) and answers complex questions about registration, program requirements, admission, promotion and continuation, misconduct, and career opportunities, etc. Recognizes students' concerns either personal or academic, provides general guidance, and connects them with support services as needed.

• Performs pre-requisite checks. Assists students in making informed decisions associated with their academic program by citing school guidelines and program documentation. Registers students into mandatory courses according to their program requirements.

• Coordinates and facilitates final exam viewing appointments.

• Prepares awards and scholarships recommendations for the Directors of Undergraduate Studies and the Honours Advisor.

• Assists in maintaining the undergraduate section of the VSE website and of the VSE undergraduate Intranet resources. Assists with edits and suggestions to update and improve School guidelines and policies as per guidance from the Directors of Undergraduate Studies and VSE Director.

• Coordinates advising appointments for Director of Undergraduate Studies, Honours Advisor and other faculty advisors.

• Confirms undergraduate students' graduation eligibility to Faculty Advising Offices.

• Assists the VSE Student Discipline Coordinator in the handling of student misconduct cases by attending case meetings and taking notes, ensuring secure handling and storage of relevant documents, and documenting case progression and resolution.

• Assists in preparation of curriculum change forms as needed and ensures dissemination occurs through the proper channels.

• Assists the Director of Undergrade Studies and Communications Manager in the creation of student communication and outreach materials.

• Attends student recruitment and information events on behalf of the VSE, and shares information about VSE programs.

• Performs other duties as required.

Administrative Support

• Coordinates all aspects of change of grade forms.

• Maintains files, statistics, and awards information. Assists in compiling statistical information and reports.

• Coordinates databases and assists in the management and maintenance of instructional technologies.

• Liaises with the Vancouver School of Economics Undergraduate Society

• Maintains the procedures manual for this position.

• Acts as receptionist relief as required.

Consequence of Error/Judgement

Incumbent must have thorough knowledge of VSE and UBC policies and procedures. Misinterpretation of the University, Faculty and VSE policies could cause students serious difficulty in attaining their educational objectives. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently. There are a variety of job tasks requiring ongoing prioritization. Policies and procedures must be applied fairly and consistently. Accuracy, attention to detail and consistency are crucial. Errors in decision making have a serious negative effect on the VSE's ability to carry out its program and service responsibilities. Poor performance in this position would contribute to inefficient operation and low quality service, which would affect the reputation and credibility of the VSE, Faculties and the University, in turn negatively affecting the recruitment and retention of students.

The position handles confidential, personal, and sensitive student information. A breach of confidentiality can create liabilities for UBC concerning its duties under the Freedom of Information and Protection of Privacy Act, causing irreparable damage and discouraging qualified applicants from attending UBC's VSE program.

Supervision Received
Works independently under the general direction of the Directors of Undergraduate Studies, Honours Advisor, Senior Undergraduate Programs Assistant, and Undergraduate Programs Manager.

Supervision Given
May occasionally assign duties to temporary workers.

Minimum Qualifications
High School graduation, plus one 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 and knowledge of UBC academic systems an asset. The position requires a high level of initiative, independence and the ability to assess and implement the work required. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete new and recurring assignments independently. The position requires a person capable of interpreting the position responsibilities and carrying them out with minimal supervision. There is a variety of job tasks requiring ongoing prioritization. Accuracy, attention to detail and consistency are crucial. High work volume requires ongoing prioritization and the ability to deal proactively with potential problems. Student facing roles require the ability to identify the relevant School, Faculty, and University policies, and communicate them in a clear and professional manner in both oral and written form. The position requires initiative and independent effort and thought. Tact, diplomacy and confidentiality are required at all times.

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