Job Assistant Program Manager in Vancouver

Colleges & Universities
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
$3,881.00 - $4,082.00 CAD Monthly
Posting End Date
May 10, 2023
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
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 Undergraduate Office (UGO) at the UBC Sauder School of Business is responsible for all aspects of the UBC Bachelor of Commerce (BCom) program, including recruitment, administration of broad-based admission to select and admit qualified candidates, enrolment management, registration, course and exam scheduling, student advising and mentoring, scholarships and awards, academic promotion and graduation, study abroad and exchange programs, international programs, and student orientation and involvement.

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 available support in accordance with the UBC Calendar and UBC Sauder procedures.
  • Assists in preparing and sending out academic misconduct decision letters.
Degree Credit Checks, Graduation and Academic Concession
  • Evaluates student transcripts, academic records, minor study plans and degree audit reports to determine eligibility for graduation. Advises students on remaining degree requirements.
  • Evaluates academic standing for students in the BCom Program, reviews student’s eligibility for graduation, prepares graduation lists, attends and assists at all BCom graduation ceremonies. Updates student records, produces letters and certificates when necessary. Gathers and prepares appeals for appropriate review committee.
  • Monitors students course selection to ensure program requirements are being fulfilled using the Degree Navigator system.
  • Supports academic advisors with requests for academic concession by monitoring the online Academic Concession request form, verifying documentation, liaising with instructors about student standing, and maintaining information about students who have Deferred Standing status. Follows up in a timely manner and works closely with Enrolment Services, Learning Services, and the Centre for Accessibility to ensure examinations are provided.
Admissions, Recruitment, and Student Experience Support
  • Provides administrative support for admissions and recruitment activities, including but not limited to transfer credit articulations, video interview issues and reference checks.
  • Provides administrative support for student development programs, including but not limited to processing grant reimbursements and compiling student data.
Registration and Course Maintenance
  • Determines students’ eligibility for course registration by managing course registration requests using the online Registration Assistance request system. Advises students on course eligibilities and pre-requisites as stated in the UBC Calendar and in consultation with instructors in special circumstances.
  • Resolves course conflicts, advises students of alternative course options available to satisfy program requirements.
  • Reviews students' registration appeals and provides them with explanations of refusals, alternatives or assistance when warranted.
  • Acts as faculty trouble-shooter for problems arising during registration.
Course Scheduling, Classroom Bookings
  • Responsible for course scheduling, timetabling and classroom bookings for publication on the UBC Course schedule website, as well as course enrollment maintenance, seat restrictions and problem solving for all Undergraduate level courses using the University’s Scientia, FSC and SISC systems under the direction of the Associate Director, Business Operations and UBC Scheduling Services.
  • Responsible for the projection, creation, monitoring and maintenance of Standard Timetables for all Year 1 students working with other faculty offices as required.
  • Communicates with UBC Scheduling Services, Course Coordinators, Divisional Chairs and Divisional Assistants to maximize utilization of classroom space in the Henry Angus building.

Midterms and Final Exams, Invigilation
  • Responsible for booking classrooms, scheduling, coordinating and posting midterm exams for the Winter and Summer sessions ensuring minimal to no conflict between Commerce courses and sufficient space for all students writing the exam.
  • Acts as the resource person for employees, faculty and students for midterm and final examinations; resolves exam conflicts, schedules alternative exam sittings as needed.
  • Schedules and posts final exams in coordination with Scheduling Services.
  • Posts for and appoints invigilators for midterm and final exams. Provides initial and ongoing training for all invigilators. Acts as a liaison between instructors and invigilators when necessary. Maintains invigilation reports.

Consequence of Error/Judgement
Decision-making is based on a thorough knowledge of the policies and procedures of the University and the UBC Sauder School of Business. The incumbent exercises considerable judgment and must demonstrate tact and discretion within established departmental and UBC guidelines and regulations. Consequence of error is high and poor judgment would compromise the integrity of the BCom program as well as jeopardize the reputation of the UBC Sauder and UBC.

Supervision Received
Works under the direction of the Office Manager with minimal supervision.

Supervision Given
May supervise student employees on project work.

Minimum Qualifications
High School graduation, plus one year postsecondary 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
  • High level of accuracy and attention to detail are required.
  • Relevant UBC experience is preferred.
  • Computer experience with Student Information Systems (e.g., AS, SISC, SSC, FSC, Scientia, Degree Navigator, OAMS) is preferred.
  • Ability to use word processing, spreadsheet, database and electronic mail applications (e.g., Word, Excel, Outlook, SharePoint, etc.) at an intermediate level.
  • Customer/student service experience is required.
  • Effective oral and written communication, interpersonal, customer service and organizational skills. Ability to type 50 w.p.m. and operate a normal range of office equipment.
  • Ability to perform mathematical calculations.
  • Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
  • Must be able to show empathy to others who are experiencing stress or need emotional support.
  • Ability to work both independently and within a team environment.
  • Ability to work under pressure and meet deadlines with minimum supervision in dealing with the multiple demands of a busy office.

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About University of British Columbia

CEO: Arvind Gupta
Revenue: $2 to $5 billion (USD)
Size: 10000+ Employees
Type: College / University
Website: www.ubc.ca
Year Founded: 1915