Senior Program Assistant

Employees – Union

Job Class
CUPE 2950

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

Job Title
Senior Program Assistant

Division
Fairness, Range, Inclusion and Intercultural Applications jobsincanada.one Profession and Skilled Applications jobsincanada.one Prolonged Studying

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

Posting Finish Date
September 29, 2023

Be aware: Functions shall be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

At UBC, we imagine 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 required circumstances for a rewarding profession. 

Job Abstract

UBC Prolonged Studying (ExL) brings UBC excellence in teachers, instructing, and analysis to UBC communities by means of versatile, modern, and accessible studying alternatives. ExL welcomes 1000’s of learners from everywhere in 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, trade, and authorities.

The first operate of this function is to offer advanced coordination and assist for set-up, supply, and logistics for on-line and in-person programs for grownup learners in a price restoration setting; this consists of assist for instructors and learners, in addition to for momentary assist employees and scholar staff. The principle capabilities of this function embrace administering assist for ExL lessons 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 Abilities programs; coordinating advanced and vital scheduling of lessons; creating helpful promotional instruments and methods for packages, aiding with recruitment of latest 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 unbiased 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 beneath broad course. Works carefully with ExL employees, Scholar Providers, 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 deal with administering and coordinating programming delivered in lots of of on-line course sections and at UBC Robson Sq.. Interprets pointers, insurance policies and procedures pertaining to ExL, UBC, and Robson Sq. for learner, teacher and employees inquiries of a non-routine and routine nature.

Scholar Help

• Critiques incoming program purposes for completeness and accuracy, making certain program insurance policies and tutorial laws are established and enforced to keep up the integrity of this system and following up with college students when mandatory.
• Responds to scholar inquiries, advises on track choice and maintains learner information within the Scholar Registration System (Future One).
• Hassle-shoots difficult scholar and teacher considerations and refers to Program Chief when mandatory.

Teacher Help

• Assists with the recruitment of instructors and assistants by performing duties corresponding to scheduling interviews, negotiating and getting 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 present program processes and programs. Makes certain teacher contact data stays up to date and correct.
• Trains new employees and momentary employees as required.
• Acts as a liaison between the instructors and Program Chief, checking on teacher availability and making certain instructors’ supplies are present and respectful of UBC’s copyright honest use coverage. Advises instructors on requirements for course supplies, invoicing, fee, normal insurance policies and procedures.
• Supplies data of a fancy nature to instructors, learners and different UBC staff.
• Tracks teacher instructing hours and prepares fee spreadsheets and different fee paperwork for teacher instructing; tracks adjustments in instructing hours due to substitutions.
• Retains monitor of Work Be taught college students’ hours and submits time sheets for approval.

Classroom Coordination

• Builds and units up on-line programs utilizing on-line studying administration programs, corresponding to Canvas and Zoom, in session with Program Chief. Checks and updates on-line programs earlier than they go reside and resolves technical glitches with the assist of associated UBC IT departments. Refines and develops format, structure, course of and different key elements in fact setup and supply.
• Units up scholar 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 pointers.
• Makes use of initiative and ingenuity to innovate programs and strategies associated to software/registration/scholar monitoring.
• Creatively and swiftly troubleshoots and resolves course issues corresponding to studying administration system and know-how challenges, malfunctioning tools, and scholar and/or teacher points. Identifies and refers severe points to Program Leaders or Administrators.
• Cancels lessons when required in line with divisional procedures and pointers as mandatory or as requested by Program Chief.

Course Coordination

• Coordinates the logistics, manufacturing, dissemination and high quality assurance in fact supplies. Proofreads and edits course content material, as requested, within the studying administration system. Works with UBC copyright workplaces, and different models as wanted to rearrange copyright clearance for course content material and to compile different course supplies and readings for college kids beneath 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 establishing programs each on and off campus and coordinates visitors and volunteers who could 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 corresponding to malfunctioning tools, inappropriate area, scholar and/or teacher points. Identifies and refers severe points to Program Chief.
• Liable for making certain that web site content material is updated and for liaising with advertising reps for updates; this consists of updates or adjustments in course and program description copy and teacher biographies. Supplies copy options, 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 initiatives, together with data periods, e mail campaigns, rack playing cards and flyers and digital advertising supplies; takes unbiased initiative to offer insights and options and to determine promotional alternatives.
• Assists in sustaining social media channels for the Centre for Equitable Methods Design.

Normal & Monetary Administration

• Responds to advanced inquires by phone and e mail, and in particular person.

• 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 gives perception on this knowledge to make options 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.
• Liable for administrative monetary actions associated to the packages together with, aiding with the event of program budgets, overseeing scholar funds and authorizing expenditures inside prescribed limits.

• Performs administrative duties corresponding to sustaining a procedures guide, getting ready minutes and drafting communications for scholar or teacher recruitment
• Participates in coaching periods for LMS updates and adjustments at UBC and gives updates to affected instructors and employees; affords in-house workshops to show affected employees about related adjustments or updates.
• Supplies all mandatory assist for contract/partnership implementation.
• Performs different duties as required.

Hybrid work by means of Zoom, phone, and Canvas and on-site cubicle with desk, telephone and pc system offered on the Prolonged Studying workplace inside UBC Robson Sq.. Working hours will range relying on class and occasion schedules. Will embrace some evenings and occasional weekends.

Consequence of Error/Judgement
Appreciable unbiased 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 corresponding to: 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 popularity of excellence by way of 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. Experiences to Program Leaders on all program associated issues.

Supervision Given
Might supervise momentary assist employees and scholar assistants.
Minimal {Qualifications}
Excessive Faculty commencement, plus two 12 months 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, data, 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.
• Price-recovery, grownup schooling expertise most well-liked.
• Customer support expertise most well-liked.
• UBC expertise an asset. 
• Normal data of data applied sciences, educational strategies and course scheduling. In a position to administer and troubleshoot technical issues with the training administration system (Canvas) and confidently provide course associated assist to instructors and grownup learners.
• Information of HTML coding an asset and former expertise managing course content material an asset. Demonstrated competence with Microsoft Workplace software program.
• Information of assorted forms of monetary transactions, together with use of Level-of-Sale programs most well-liked.
• Information of registration and occasion reserving system (EventPro) most well-liked. Information of assorted forms of audiovisual tools 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 atmosphere with important deadlines.
• Should 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 well-liked.
• Demonstrates knowledgeable demeanor, is a workforce participant and in a position to work independently and beneath supervision.
• In a position to information grownup learners all through the course.
• Establishes supportive working relationships with purchasers, colleagues and instructors.
• Information of UBC copyright coverage an asset.