Program Assistant

2 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title

Program Assistant - MDS

Department

Administrative Program Operations | Masters of Data Science Program | Department of Computer Science | Faculty of Science

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

March 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

The Master of Data Science (MDS) program is a unique, 10-month intensive, professional, master’s program within the Faculty of Science (departments of Computer Science and Statistics). Current students enrolled in the program are from more than a dozen countries, with working experience and educational backgrounds in a variety of fields including Arts, Science, Engineering, Business, etc.

The MDS Program Assistant is the primary contact for various program-related matters. Their responsibilities range from providing event support to collaborating with the MDS Program Manager in the efficient administration of the program. The successful hire will ensure the smooth operation of the program and deliver outstanding student support.

Organizational Status

This position reports to the MDS Program Manager and may receive direction from the Director of Student Management and Program Operations. They will interact with faculty and instructors, graduate advisors and graduate program administrators, students and prospective students, external partners, and alumni.

Work Performed

Administrative Support:
- Assists MDS Career Advisor in coordinating the mentoring program. Assists with event planning, setup, takedown, ordering program swag, and maintains inventory.- Coordinates meetings, prepares agendas, takes minutes, and follows up on action items.- Drafts and maintains standard operating procedures for administrative duties.- Maintains files and databases, compiles program statistics, and updates contact information.- Books classroom and lab spaces through university systems. Schedules and books meeting rooms across the campus for Faculty and Staff as needed.-
- Under the direction of the MDS Program Manager, coordinates the lifecycle for Sessional Lecturers, Postdoctoral Research and Teaching Fellows, student appointments, and Teaching Assistants. Includes preparing offer letters and entering appointment details in Workday, etc.- Collaborates with the course coordinator to facilitate Teaching Assistants’ appointments; monitors TA hours and wages, ensures timely hour submission in Workday, and maintains room access.-
- Responsible for performing all financial transactions for the program, including receiving and processing expenses, completing journal vouchers, travel requisitions, reimbursements, and reconciling the program VISA within 30 days. Ensures that each submission is coded correctly and falls within the Program, Departmental, and University guidelines.- Processes honoraria and ensures accurate financial record-keeping, including weekly visa reconciliation.

Admissions:
- Address inquiries from prospective and current students. Referees and provides information on technical matters.- Verifies transcripts, prepares conditional and unconditional offer letters, and maintains admission files and databases.- Facilitates admission decisions, issues offer letters, and oversees deferrals and withdrawals.

Primary point of contact:
- Provides comprehensive information to prospective students on university admissions, academic policies, awards, program procedures and schedules. Refers complex matters to the MDS Program Manager.- Acts as the first line of contact. Welcomes walk-ins, answers inquiries, and coordinates schedules for office coverage.-
- Serves as the primary contact for the collection of feedback on marketing materials, websites, and outward-facing resources. Provides support to the MDS-V Co-Directors and Marketing Coordinator.

Performs other duties related to the position and consistent with scope and classification level of position.

Consequence of Error/Judgement

This position plays an important role in the success of this flagship graduate program and has a direct impact on its quality and service. Judgment and initiative exercised is considerable. Tact and discretion in dealing with confidential and sensitive student matters is essential. If confidentiality is mishandled or breached, student records may be affected. Accuracy and correct data is critical to student academic planning and incorrect advising could impact student degree progression o

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