Senior Program Assistant, Operations & Administration

University of British Columbia

Workers – Union

Job Class
CUPE 2950

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

Job Title
Senior Program Assistant, Operations & Administration

Operations and Administration Assist Robert H. Lee Graduate Faculty UBC Sauder Faculty of Enterprise

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

Posting Finish Date
September 21, 2023

Notice: Purposes might 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 Description Abstract

UBC Sauder Faculty of Enterprise is among the world’s main enterprise schools. The varsity constantly ranks among the many high 100 on this planet and is acknowledged internationally for excellence in analysis and studying, an impressive school and unmatched world partnerships. A collaborative and respectful tradition inside which all members of our group can thrive is a key precept in our strategic plan, and one which underpins our instructional mission.

We acknowledge that UBC Sauder on the Vancouver Campus is located throughout the conventional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder on the UBC Robson Sq. is located on the standard territory of the Musqueam, Squamish and Tsleil-Waututh.

UBC Sauder’s Robert H. Lee (RHL) Graduate Faculty delivers all facets of a portfolio of six skilled graduate levels in enterprise, independently of Graduate + Postdoctoral Research. Our MBA applications and specialised Grasp’s applications function inside a extremely aggressive worldwide surroundings. The RHL works carefully with a number of and distinct stakeholders – school, employees, college students, enterprise group, world companions and alumni – to stay aggressive by way of the supply of an distinctive pupil expertise. We thrive in a fast-paced, dynamic surroundings with a robust service tradition and a dedication to constantly innovate and enhance all facets of our work. We’re pleased with our transformational applications and our college students – the subsequent era of changemakers.

The Senior Program Assistant, Operations and Administration works proactively and independently to supply coordination and assist throughout all RHL skilled graduate diploma applications within the areas in fact and examination scheduling, course evaluations, registration, curriculum, school rooms and amenities, finance, human assets and reception.
Organizational Standing

Stories to the Supervisor, Operations and Strategic Initiatives. The incumbent works carefully with the broader RHL Pupil Expertise Crew. Liaises with quite a few UBC providers and UBC Sauder items. Develops constructive relationships with school, staff and college students, and interacts with high-profile enterprise and group leaders.

Work Carried out

Course and Examination Scheduling

·       Coordinates course and examination scheduling for RHL applications and resolves advanced scheduling conflicts. Creates, updates, and publishes program schedules and timetables. Develops an understanding of every program’s distinctive construction, timelines, and tutorial necessities, and ensures that program schedules precisely replicate these necessities.

·       Researches and prepares enrolment forecasts and different registration stories for knowledgeable choices on the variety of sections, most enrolment, course cancellations, classroom dimension and seat restrictions.

·       Develops advanced program timetables and analyzes historic enrolment information to find out optimum timing of program electives. Liaises with UBC Sauder Enterprise Profession Centre (BCC) and Undergraduate Workplace (UGO) to determine scheduling wants and coordinate classroom bookings for RHL applications.

·       Schedules programs utilizing Scientia, Scheduling and Curriculum Administration Centre (SCMC) and Pupil Data Service Centre (SISC) methods, and confirms finalized educating schedules with instructors.

·       Drives scheduling processes ahead, makes suggestions and develops new procedures as wanted, establishes inner timelines in relation to UBC scheduling deadlines, and ensures that targets are met.

Course Evaluations

·       Coordinates course evaluations for RHL applications.

·       Works carefully with Sauder Administration & Workplace Assist Providers to substantiate course sections and resolve technical points or different issues associated to the administration in fact analysis surveys.

·       Responds to teacher inquiries about course evaluations and adjusts survey launch dates for particular person programs as wanted.

·       Collates and distributes course analysis information for assessment by respective program managers and senior management.

Registration Assist

·       Makes suggestions and contributes to the event of registration timelines for RHL applications taking UBC graduate and undergraduate registration dates into consideration.

·       Coordinates advanced pupil registration processes by assigning interval intervals to programs, establishing credit score limits, setting most enrolments, creating seat pool restrictions, and opening/closing registration to make sure acceptable entry for all pupil teams.

·       Screens and adjusts seat pool restrictions as wanted to facilitate pupil registration. Makes use of UBC scheduling and registration methods data and experience to assist program employees throughout key pupil registration intervals.

·       Investigates and resolves advanced registration issues as they come up. Liaises with UBC Enrolment Providers and UBC IT relating to technical registration points that can not be resolved throughout the division.

·       Facilitates inner registration processes by creating customary timetables for required programs. Creates and screens waitlist sections utilizing Scientia/SISC.

Curriculum Assist

·       Assists with the assessment of RHL tutorial calendar entries in preparation for the discharge of upcoming calendar variations.

·       Liaises with UBC Senate and Curriculum Providers to substantiate processes and procedures for curriculum submissions.

·       Prepares first draft curriculum proposal types for approval by supervisor. Opinions Senate restrictions for RHL programs and requests modifications as required.

·       Maintains digital curriculum recordsdata and updates curriculum change monitoring paperwork.

·       Creates program observe/specialization requirement sheets and course pre-requisite lists yearly for distribution to college and program employees.

School rooms and Amenities

·       Develops detailed data of RHL school rooms and their facilities. Understands and communicates the totally different reserving procedures for restricted, tier 1, and tier 2 school rooms.

·       Assesses course and occasion house wants, matching programs with probably the most acceptable house and optimizing classroom utilization throughout all applications.

·       Negotiates using restricted classroom house shared with different Sauder administrative and tutorial items. Researches different obtainable house on campus and evaluates appropriateness for programs and occasions. Submits classroom reserving requests by way of Enrolment Scheduling Providers for program orientations, particular occasions, and advert hoc actions.

·       Coordinates and screens utilization of allotted breakout rooms. Works with UBC Sauder Administration & Workplace Assist Providers to limit/allow entry to RHL areas for varied pupil teams and guests.

·       Communicates with UBC Sauder Amenities workforce relating to classroom upkeep points.

Monetary Assist

·       Processes school, employees, and vendor funds. Generates invoices and oversees incoming and outgoing wire transfers.

·       Prepares contractor evaluation and buy order exemption types for vendor funds as wanted. Identifies errors and processes journal voucher (JV) transfers to appropriate errors.

·       Recommends, develops, and maintains methods to trace all RHL bills and funding yearly to make sure full monetary accountability.

·       Coordinates pupil award/prize funds by getting ready award suggestion and cost types.

·       Works carefully with the Dean’s Workplace to coordinate school educating funds for RHL applications and make sure that educating credit are correctly allotted.

Human Assets Assist

·       Supplies assist with the hiring course of by scheduling interviews, updating interview questions, getting ready interview packages for the choice panel, coordinating in-basket exams, and scheduling reference checks.

·       Updates the workforce’s onboarding information and contributes to the event of onboarding and exiting checklists for workers and Work Study college students. Organizes coaching classes for brand new workforce members.

·       Works with UBC Sauder Administration & Workplace Assist Providers and central UBC items to make sure that new staff have entry to the suitable methods and assets for his or her positions.

Reception and Normal Administration

·       Supplies common reception protection for the unit, greeting guests and answering normal inquiries.

·       Supplies data to potential college students on graduate program choices and screens earlier than referring to the Recruitment and Admissions workforce.

·       Receives present college students, responds to primary inquiries, and redirects as wanted.

·       Coordinates inbound and outbound mail and courier packages, schedules appointments, orders workplace provides, screens and maintains workplace gear and so on.

·       Supplies logistical, clerical, and technical assist to the unit managers/administrators.

·       Participates in strategic program improvement and unit initiatives, suggests new concepts for consideration and improvement, and gives enter into departmental insurance policies.

·       Paperwork procedures, guaranteeing that the place handbook and unit Wiki are thorough, correct and updated.

·       Coordinates conferences, sends invites, creates agendas, prepares assembly supplies, takes minutes, and paperwork important choices. Presents data at conferences.

·       Supplies coaching and steering to RHL staff on all facets of Scientia, FSC/SCMC, SISC, TeachEval and Diploma Navigator. Turns into the subject material skilled on any new methods, and gives enter into methods’ necessities.

·       Performs different duties as required.
Consequence of Error/Judgement

The incumbent workout routines appreciable judgement and initiative in dealing with issues of a fancy or non-routine nature, requiring interpretation of college and division pointers, procedures, and insurance policies. Consequence of error is excessive; errors might result in scheduling conflicts or oversights that jeopardize the standard of RHL applications. Errors in judgement and communication might result in inefficiency of operation, unmet deadlines and lack of beneficial time and alternatives for college kids and instructors. Lack of cross-cultural sensitivity in speaking with college students might trigger severe misunderstandings and harm to the worldwide repute of the applications and the varsity. The RHL Graduate Faculty gives tutorial providers to skilled graduate enterprise college students requiring the incumbent to have the ability to carry out the place duties in knowledgeable and business-like method.
Supervision Obtained

Stories to the Supervisor, Operations and Strategic Initiatives. Works independently, sometimes consulting supervisor or Program Managers on the subject of extremely uncommon or very advanced issues. Workout routines appreciable judgement in deciding on and decoding data to find out appropriateness to deviate from customary processes/choices. Determines information and inputs wanted to make knowledgeable choices. The place duties are ruled by broad directions and insurance policies, involving regularly altering circumstances and priorities.
Supervision Given

Formally trains new staff on work procedures, and assigns and oversees work of Work Study college students and short-term staff.
Minimal {Qualifications}

Excessive Faculty commencement, plus two years of post-secondary training, plus 4 years of associated expertise, or the equal mixture of training and expertise.

  • Willingness to respect various 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}

  • Expertise working with college students, answering inquiries and resolving issues and points. Should train initiative, tact and discretion.

  • Should be poised and articulate in working with senior school, college students and staff and have the power to train a excessive stage of tact and discretion when working with data of a confidential and/or delicate nature.

  • Means to take initiative, prioritize and work successfully below strain and meet the deadlines and calls for of a really busy workplace.

  • Means to precisely interpret and make choices inside established UBC and UBC Sauder Faculty of Enterprise pointers and laws.

  • Means to assemble, set up and interpret data.

  • Confirmed excellence in written and verbal communication is required.

  • Means to deal with all kinds of duties and set up priorities, organizing workload for well timed and efficient supply of providers, together with cautious consideration to particulars.

  • Means to train judgement below strain and reveal initiative in dealing with issues of a fancy and non-routine nature.

  • Means to work versatile hours and time beyond regulation.

  • Expertise with the next methods is taken into account an asset: Microsoft Workplace, Phrase Press, SiteCore, Canvas, UBC Pupil Data System (SISC), UBC College Service Centre (FSC) / Scheduling & Curriculum Administration Centre (SCMC), UBC Pupil Analysis of Educating (TeachEval), Diploma Navigator and Workday.

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