Senior Program Assistant

University of British Columbia

Employees – Union

Job Class
CUPE 2950

Job Profile
CUPE 2950 Salaried – Sr Program Asst-Gen (Gr8)

Job Title
Senior Program Assistant

Fairness, Variety, Inclusion and Intercultural Packages Profession and Skilled Packages Prolonged Studying

Compensation Vary
$4,601.00 – $4,953.00 CAD Month-to-month

Posting Finish Date
September 29, 2023

Observe: Purposes shall be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

At UBC, we consider that attracting and sustaining a various workforce is vital to the profitable pursuit of excellence in analysis, innovation, and studying for all school, employees and college students. Our dedication to employment fairness helps obtain inclusion and equity, brings wealthy variety to UBC as a office, and creates the mandatory situations for a rewarding profession. 

Job Abstract

UBC Prolonged Studying (ExL) brings UBC excellence in teachers, educating, and analysis to UBC communities by way of versatile, modern, and accessible studying alternatives. ExL welcomes hundreds of learners from all around the world yearly and helps UBC colleges to create and ship programming that meets the profession and private wants of UBC communities whereas strengthening UBC’s contribution to society, business, and authorities.

The first operate of this function is to offer complicated coordination and help for set-up, supply, and logistics for on-line and in-person programs for grownup learners in a value restoration setting; this consists of help for instructors and learners, in addition to for non permanent help employees and pupil staff. The principle capabilities of this function embody administering help for ExL courses on-line and at UBC Robson Sq., principally for, however not restricted to the Centre for Equitable Methods Design’s intercultural, fairness, variety, inclusion (EDI), anti-racism packages and for Languages, ASL, Writing and English Communications Expertise programs; coordinating complicated and vital scheduling of courses; creating helpful promotional instruments and techniques for packages, aiding with recruitment of recent instructors, advising learners on program and course choice, coordinating on-line learners and instructors, troubleshooting and streamlining on-line course supply and corresponding with learners and instructors throughout a number of program areas. The incumbent takes impartial initiative to make sure efficient day- to-day supply of ExL programming and works with a view to streamline and enhance processes.

Organizational Standing
This place experiences to Program Leaders on all program associated issues. Works independently underneath broad course. Works intently with ExL employees, Pupil Companies, course facilitators/instructors and course moderators, in addition to with Robson Sq. Central employees.
Work Carried out

Program Administration

  • Performs duties associated to supporting the event and operation of ExL with a concentrate on administering and coordinating programming delivered in a whole lot of on-line course sections and at UBC Robson Sq.. Interprets tips, insurance policies and procedures pertaining to ExL, UBC, and Robson Sq. for learner, teacher and employees inquiries of a non-routine and routine nature.

Pupil Help

  • Critiques incoming program purposes for completeness and accuracy, guaranteeing program insurance policies and educational laws are established and enforced to keep up the integrity of this system and following up with college students when mandatory.
  • Responds to pupil inquiries, advises heading in the right direction choice and maintains learner data within the Pupil Registration System (Future One).
  • Bother-shoots difficult pupil and teacher issues and refers to Program Chief when mandatory.

Teacher Help

  • Assists with the recruitment of instructors and assistants by performing duties resembling scheduling interviews, negotiating and making ready contracts for facilitators, instructors and course moderators, in session with the Program Leaders. Collects new rent CWLs, requests UBC e mail addresses, prepares any on-line LMS credentials and workspaces (shells, modules and course permissions) and oversees teacher integration into current program processes and programs. Makes positive teacher contact data stays up to date and correct.
  • Trains new employees and non permanent employees as required.
  • Acts as a liaison between the instructors and Program Chief, checking on teacher availability and guaranteeing instructors’ supplies are present and respectful of UBC’s copyright honest use coverage. Advises instructors on requirements for course supplies, invoicing, fee, basic insurance policies and procedures.
  • Gives data of a posh nature to instructors, learners and different UBC staff.
  • Tracks teacher educating hours and prepares fee spreadsheets and different fee paperwork for teacher educating; tracks modifications in educating hours due to substitutions.
  • Retains monitor of Work Study college students’ hours and submits time sheets for approval.

Classroom Coordination

  • Builds and units up on-line programs utilizing on-line studying administration programs, resembling Canvas and Zoom, in session with Program Chief. Assessments and updates on-line programs earlier than they go reside and resolves technical glitches with the help of associated UBC IT departments. Refines and develops format, format, course of and different key elements after all setup and supply.
  • Units up pupil entry and helps college students with login and on-line course navigation points. Helps instructors and college students troubleshoot course entry or performance points.
  • Coordinates general course administration together with registration, location and sophistication sizes (each on-line and on- website) inside tips.
  • Makes use of initiative and ingenuity to innovate programs and strategies associated to software/registration/pupil monitoring.
  • Creatively and swiftly troubleshoots and resolves course issues resembling studying administration system and know-how challenges, malfunctioning gear, and pupil and/or teacher points. Identifies and refers severe points to Program Leaders or Administrators.
  • Cancels courses when required in keeping with divisional procedures and tips as mandatory or as requested by Program Chief.

Course Coordination

  • Coordinates the logistics, manufacturing, dissemination and high quality assurance after all supplies. Proofreads and edits course content material, as requested, within the studying administration system. Works with UBC copyright places of work, and different items as wanted to rearrange copyright clearance for course content material and to compile different course supplies and readings for college kids underneath the supervision of Program Leaders.
  • Assesses and coordinates facilitators, instructors and moderators to make sure all programs run easily.
  • Assists Program Leaders and facilitators within the logistics of organising programs each on and off campus and coordinates company and volunteers who might take part within the workshops. Arranges logistics for course choices together with catering, refreshments, A/V supplies, room bookings, arrange, onsite registration.
  • Negotiates and indicators contracts with motels, convention facilities and UBC Robson Sq. campus, in session with the Program Leaders.
  • Produces class lists, nametags and different requested classroom supplies.
  • Prepares, distributes, collects and collates program and teacher evaluations, sustaining confidentiality and integrity of the suggestions course of and disseminates outcomes to administration and instructors.
  • Resolves course issues resembling malfunctioning gear, inappropriate area, pupil and/or teacher points. Identifies and refers severe points to Program Chief.
  • Answerable for guaranteeing that web site content material is updated and for liaising with advertising and marketing reps for updates; this consists of updates or modifications in course and program description copy and teacher biographies. Gives copy ideas, in addition to edits, on program supplies for promotions, conferences, program web site and in- home coaching occasions for instructors.
  • Coordinates graduations and different particular occasions associated to packages.
  • Acts as a liaison between the Advertising Division and Program Chief to coordinate advertising and marketing initiatives, together with data classes, e mail campaigns, rack playing cards and flyers and digital advertising and marketing supplies; takes impartial initiative to offer insights and ideas and to determine promotional alternatives.
  • Assists in sustaining social media channels for the Centre for Equitable Methods Design.

Normal & Monetary Administration

  • Responds to complicated inquires by phone and e mail, and in individual.
  • Prepares and distributes experiences and website statistics as required, particularly as pertains to classroom utilization, class sizes and frequency and number of choices; analyzes and supplies perception on this knowledge to make ideas that may assist streamline ExL’s cost-recovery and academic imaginative and prescient.
  • Helps promote ExL packages at native and campus-based conferences and networking occasions in associated program areas.
  • Answerable for administrative monetary actions associated to the packages together with, aiding with the event of program budgets, overseeing pupil funds and authorizing expenditures inside prescribed limits.
  • Performs administrative duties resembling sustaining a procedures guide, making ready minutes and drafting communications for pupil or teacher recruitment
  • Participates in coaching classes for LMS updates and modifications at UBC and supplies updates to affected instructors and employees; presents in-house workshops to show affected employees about related modifications or updates.
  • Gives all mandatory help for contract/partnership implementation.
  • Performs different duties as required.

Hybrid work by way of Zoom, phone, and Canvas and on-site cubicle with desk, cellphone and laptop system supplied on the Prolonged Studying workplace inside UBC Robson Sq.. Working hours will differ relying on class and occasion schedules. Will embody some evenings and occasional weekends.

Consequence of Error/Judgement
Appreciable impartial judgment is exercised within the administration of packages, and in communication with college students and the general public. Lack of initiative or ingenuity, poor choices and poor time administration may result in numerous issues resembling: instructors and college students receiving incorrect data, inappropriate course dates and/or areas, defective Zoom hyperlinks or incorrect on-line course data and/or course supplies. This, in flip, would diminish our repute of excellence when it comes to customer support and high quality instruction, hindering our full-cost-recovery mandate.
Supervision Obtained

The place requires appreciable initiative, intercultural competencies, consciousness of EDI and anti-racism, and the flexibility to multitask and work independently. Reviews to Program Leaders on all program associated issues.

Supervision Given
Might supervise non permanent help employees and pupil assistants.
Minimal {Qualifications}
Excessive Faculty commencement, plus two yr post-secondary diploma, plus 4 years of associated expertise, or an equal mixture of schooling and expertise.
– Willingness to respect numerous views, together with views in battle with one’s personal

– Demonstrates a dedication to enhancing one’s personal consciousness, information, and expertise associated to fairness, variety, and inclusion

Most popular {Qualifications}

  • Excessive Faculty commencement and two years post-secondary schooling and College diploma an asset.
  • Value-recovery, grownup schooling expertise most popular.
  • Customer support expertise most popular.
  • UBC expertise an asset. 
  • Normal information of data applied sciences, educational methods and course scheduling. In a position to administer and troubleshoot technical issues with the training administration system (Canvas) and confidently provide course associated help to instructors and grownup learners.
  • Data of HTML coding an asset and former expertise managing course content material an asset. Demonstrated competence with Microsoft Workplace software program.
  • Data of varied varieties of monetary transactions, together with use of Level-of-Sale programs most popular.
  • Data of registration and occasion reserving system (EventPro) most popular. Data of varied varieties of audiovisual gear and the flexibility to set them up. Demonstrated superior written and oral communication expertise.
  • Demonstrated customer support orientation.
  • Objective oriented, very organized and in a position to handle time and competing priorities successfully.
  • Excessive degree of non-public integrity.
  • Efficient drawback fixing, analytical and organizational expertise.
  • Element oriented with a capability to multitask and preserve accuracy in a quick paced, high-volume surroundings with important deadlines.
  • Will need to have the flexibility to carry out established procedures and routine duties effectively and in a well timed method.
  • In a position to work evenings and weekends as required.
  • In a position to work respectfully throughout cultural variations.
  • Any expertise working in intercultural, fairness, variety, inclusion, and anti-racism contexts, community-based and/or institutionally is most popular.
  • Demonstrates an expert demeanor, is a workforce participant and in a position to work independently and underneath supervision.
  • In a position to information grownup learners all through the course.
  • Establishes supportive working relationships with shoppers, colleagues and instructors.
  • Data of UBC copyright coverage an asset.

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