Program Assistant

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr7)

Job Title

Program Assistant

Department

Administrative Management | Department of Cellular and Physiological Sciences | Faculty of Medicine

Compensation Range

$4,009.00 - $4,214.00 CAD Monthly

Posting End Date

March 31, 2023

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

Job End Date

Feb 29, 2024

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 Program Assistant is responsible for the day-to-day administrative and operational support of the undergraduate programs within the Department of Cellular & Physiological Sciences (CPS). This position works to ensure that all phases of the programs match or exceed faculty and Department expectations. The position plays a supporting role to ensure the smooth delivery of CPS programs. The main functions include providing support to all teaching faculty, help organize teaching activities, logistics related to graduating classes and other academic sessions.

Other duties include supporting undergraduate advisors in the recruitment process prior to the beginning of any academic year, processing program-related expenses, providing support to the Chairs of the Teaching Committees. This position requires knowledge of undergraduate programs offered by the Department. The incumbent liaises with the Dean of Science Office, Enrolment Services and other student bodies at the university and must use knowledge, discretion, tact, and judgment when dealing with all requests and concerns.

This is a one year appointment, with the possibility of extension.

Organizational Status

The Program Assistant receives direction from the Program Manager on day-to-day responsibilities and works closely with the Teaching Faculty members, Teaching Committees, Undergraduate Student Advisors, and reports directly to the Director of Administration.

Work Performed
- Assists Undergraduate Program Advisors and designated faculty with maintaining information related to Undergraduate Programs on the departmental web site; posts information for students on CANVAS and other upgraded sites; updates information on SISC relating to seat numbers, instructor’s names, class size and course location information; assists with course scheduling and timetabling.
- Coordinates all aspects of undergraduate program admissions, including the selection process and bringing cases requiring special adjudication to an admissions committee for determination.
- Coordinates and explains the admissions appeal process.
- Implements procedures to control admission and restrict enrolment to upper-level courses.
- Ensures student compliance with prerequisites and continuation requirements by performing duties such as tracking the progress of students, identifying problems, and bringing cases of failure to meet requirements to a committee for resolution.
- Assists in the handling of student misconduct cases by performing duties such as coordinating and scheduling appointments for instructors to meet with students, taking notes, preparing case files, ensuring secure handling and storage of relevant documents, and maintaining database for case progression and resolution.
- Performs administrative duties such as composing complex correspondence and reports, preparing student files, overseeing storage, retrieval, and destruction of archival materials, and developing and maintaining promotional material for the program.
- Attends all Teaching Committee meetings and takes minutes.
- Assists with student registrations for all years; handles all basic questions related to programs offered by the Department.
- Processes requests to enter into Hons CAPS specializations. Switch student via SISC/Workday for cases meeting all criteria.
- Assists teaching faculty and Course Coordinators with general course work.
- At the request of Course Coordinators, registers and deregisters students, handles room bookings, generates class lists as required. Handles all correspondence related to undergraduate programs, responsible for assembling and copying lab manuals for distribution.
- Assists the Program Manager in the Teaching Assistant (TA) hiring process including drafting offer letters and processing their appointments on Workday.
- With direction from the Program Manager; helps recruit invigilators and markers during exam periods.
- Administers and maintains TA evaluations for the Department.
- Ensuring hourly paid students have submitted their hours in a timely manner in Workday, and entering for those who may have missed the payroll deadline.
- Ass

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