Undergraduate Programs Assistant

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**Job Summary**

The Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with over 1,100 undergraduate and 400 graduate students enrolled in its degree programs. The department is also engaged in a range of research activities, with over 50 research-track faculty members actively involved in their respective scholarly communities.

ECE’s Student Services and Engagement team is responsible for supporting all undergraduate and graduate degree programs in the department. The team works closely with multiple stakeholders, including faculty, staff, students and alumni, to ensure the delivery of an exceptional student experience. As a member of this team, the Undergraduate Programs Assistant is primarily responsible for proactively and independently carrying out administrative tasks that ensure the smooth operations of our undergraduate programs, as well as supporting our students and their experience in our department.

This role also provides administrative assistance to the Associate Head, Undergraduate Affairs, the Manager, Student Services and Engagement, and other faculty members who are involved in supporting our programs. In some cases, the incumbent will collaborate with graduate student support staff, and is therefore expected to be knowledgeable about UBC and departmental policies and procedures relating to both undergraduate and graduate students.

The Undergraduate Programs Assistant supports course and exam scheduling, course and program evaluations, adjudication of awards, course registration, student advising, student engagement initiatives, curriculum administration, classroom booking, and other program and student support as needed. Responsibilities may vary depending on the time of year; therefore, the incumbent must be skilled at handling and prioritizing multiple tasks.

**Organizational Status**

The Undergraduate Programs Assistant is a member of the ECE Student Services and Engagement Team. In addition to undergraduate affairs, this team is also responsible for graduate affairs, marketing and communications. The Manager, Student Services and Engagement, oversees this team, and the Undergraduate Programs Assistant reports directly to this position.

The incumbent works closely with the Associate Head, Undergraduate Affairs, and other ECE faculty advisors as needed. They also routinely liaise with staff from other units, such as Engineering Academic Services, the Faculty of Applied Science Dean’s Office, the Faculty of Graduate and Postdoctoral Studies and Enrolment Services.

**Work Performed**
- Program support:_
- Processes manual course registration requests, manages course waitlists, restricts enrolment for upper-year courses and performs other duties related to course management as required.
- Answers questions from students about degree requirements, academic progress, program completion and related matters.
- Reviews and updates student records in line with UBC policy.
- Processes program transfers.
- Assists with course scheduling, timetabling, final exam scheduling and room bookings for lectures, lab, tutorials and midterm exams.
- Coordinates with course instructors to ensure final course grades are uploaded in a timely manner.
- Works closely with the Associate Head, Undergraduate Affairs, and the Manager, Student Services and Engagement, to confirm which students have met requirements for graduation.
- Assists faculty with handling academic misconduct cases.
- Ensures students’ compliance with course prerequisites, co-requisites and required coursework by tracking their progress through the program; identifies problems and brings cases of missing marks or failed grades to faculty advisors for resolution.
- Submits update requests to UBC’s Academic Calendar on behalf of the department.
- Assists faculty with uploading course grades on the Faculty Service Centre and course materials on the Canvas platform.
- Announces upcoming award deadlines, important events, exam information, curriculum changes and other relevant information via the appropriate mailing list(s) or other communication channels.
- Student advising and engagement:_
- Acts as the primary point of contact for a large, diverse cohort of electrical, computer and biomedical engineering undergraduate students; advises students on a wide range of academic and non-academic matters.
- Holds drop-in undergraduate advising sessions in person and over Zoom; works collaboratively with team members to continuously improve the delivery of student advising services.
- Identifies students in crisis and recommends appropriate academic or non-academic resources and supports; forwards complex cases to the Manager, Student Services and Engagement, or the Associate Head, Undergraduate Affairs; refers students to appropriate on-campus resources such as Early Alert, Counselling Services, the UBC Wellness Centre, the Centr