Program Assistant

1 month ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr6)

Job Title

Program Assistant

Department

Office Administration | Undergraduate Office | UBC Sauder School of Business

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

October 21, 2024

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

Job End Date

Sept 12, 2025

This is a term, leave coverage position, with an end date in September 2025.

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

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

The Program Assistants at the Undergraduate Office provide high-level program and administrative support and front-line assistance to undergraduate students, providing information and advice on the Bachelor of Commerce program on topics such as admission, program requirements, course registration, degree status and graduation.

The Program Assistants work proactively and independently to provide coordination and support and to resolve complex issues for students and instructors across the programs offered at the Undergraduate Office in one or more of the following areas:
- Program and Administrative Support and Academic Misconduct Portfolio Support- Degree Credit Checks, Graduation, Academic Concession- Course Scheduling, Registration, Exams and Invigilation- Admissions, Recruitment, and Student Experience Support

All Program Assistants are expected to fill in as needed for other Program Assistants in the Undergraduate Office and will be familiar with duties other than their own.

Organizational Status
Reports to the Office Manager in the Undergraduate Office. The incumbent works closely as a team member in the Undergraduate Office (UGO) and liaises with UBC Sauder and UBC stakeholders.

Work Performed

Program and Administrative Support- Responds to complex inquiries from students, employees, faculty and other UBC Sauder and UBC units.- Determines applicants’ qualifications and eligibility for the BCom program. Reviews individual circumstances and provides guidance and direction to admission enquiries from students, applicants and Faculty Advisors based on a thorough knowledge of admission policies and procedures.- Provides administrative support for instructors of large sectioned core courses.- Maintains and disseminates changes to policies and procedures related to admissions, scheduling, registration, student records, program requirements and UGO operations.- Provides administrative support including data entry, file management, mail merges, registration processing, scheduling meetings, taking minutes, and compiling reports.- Processes and tracks requests for funding and reimbursements. Handles aspects of the Undergraduate Office expenses and budget reconciliation.- Supports planning and coordination of orientation programs, information session and recruiting events. Represents UBC Sauder and provides information and guidance to prospective and current BCom students.- Assists the Study Abroad and Exchange Coordinator with registration for incoming exchange students.- Assists and supports strategic initiatives and projects in the office, including performing relevant research, reporting findings and making recommendations.- Supports Review of Assigned Standing Process, liaising with Enrolment Services, instructors, Divisions, students and the Dean’s Office as needed.- Performs other duties as required.

Academic Misconduct Portfolio Support- Provides administrative support to the Assistant Dean by scheduling meetings, preparing academic misconduct meeting materials, taking and preparing meeting minutes.- Collects all reports of incidents of academic misconduct that occur in undergraduate Commerce courses and the BCom program. Maintains the misconduct database and ensures that data is up-to-date.- Supports staff, students, and faculty by providing information about the academic misconduct process and a

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