Senior Program Assistant, Workplace Learning

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, Office Studying

Office Studying UBC Profession Centre UBC Profession Centre

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

Posting Finish Date
September 27, 2023

Be aware: Purposes will likely be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

Job Description Abstract
The Office Studying portfolio is answerable for offering on-campus programming and work experiences that prioritize scholar studying and the event of transferable skilled expertise. Such programming could embrace Work Be taught, Work Be taught Worldwide Undergraduate Analysis Awards, and Nationwide Sciences and Engineering Analysis Council of Canada (NSERC) Undergraduate Pupil Analysis Awards.
The Senior Program Assistant, Office Studying helps the Program Supervisor, Office Studying with the coordination of all administrative processes concerned with Office Studying programming. . The Senior Program Assistant works each independently and a part of a broader Office Studying group to handle, analyze and report on legitimate program information, help with the event, upkeep, and reporting of program expenditures, together with the reconciliation of scholar monetary information, present distinctive customer support and help to scholar workers and on-campus supervisors, in addition to design and create efficient program communications and promotional supplies to reinforce the on-campus status and progress of Office Studying programming.
Operates in an environment friendly, respectful, and educated method, follows program protocols and balances competing priorities in a fast-paced and collaborative surroundings.
Organizational Standing
The Centre for Pupil Involvement & Careers (CSIC) facilitates and enhances scholar studying via profession constructing enriched academic experiences. By orientation and peer mentoring, the Centre helps new college students to turn out to be profitable college learners, ready to attain their tutorial, private, and profession objectives. The Centre is a central level for all graduate and undergraduate college students and employers on the UBC Vancouver campus to satisfy, join, community and construct relationships; in addition to to analysis and discover profession choices. CSIC supplies all UBC scholar with entry and connection to office studying, mentoring, volunteer and management alternatives; and gives profession and employment-related providers to college students, tutorial departments, employers, and alumni.
Working Relationships:
The Senior Program Assistant stories to the Program Supervisor, Office Studying inside the Centre for Pupil Involvement and Careers. The incumbent may even work intently with different employees inside the Office Studying portfolio, in addition to school, employees, and college students from throughout campus.
Work Carried out
This place has 4 key obligations, with the next associated duties, deliverables, and outcomes:
1. Office Studying Program Administration
– Administers Office Studying packages by coordinating work processes, and establishing program schedules, calendars, and work flows.
– Assesses effectivity of labor processes and makes suggestions for enhancements to workflow, programs and protocols.
– Critiques scholar appointment varieties, digital payroll stories, and program purposes, together with checking for accuracy, errors, omissions and irregularities; contacts program members (college students, supervisors and directors) when required for clarification or notification.
– Makes use of and troubleshoots on-line system (CareersOnline) to submit job postings from supervisors hiring UBC college students and solutions inquiries, assists and resolves minor technical difficulties for employers within the job posting course of.
– Might help, advise and help college students with program eligibility and/or software inquiries.
– Develops, maintains, and applies working data of a variety of College insurance policies pertaining to scholar employment.
2. Buyer Service and Assist
– Addresses routine program software and eligibility inquiries from college students, supervisors and directors, through e mail, cellphone, and in-person.
– Supplies administrative help to on-campus supervisors and directors within the appointment of, and cost to, scholar workers and subsequent reimbursements to departments.
3. Monetary Processing
– Performs essential monetary features related akin to reconciling payroll stories and monitoring and reporting on program forecasts and expenditures.
– Participates in making ready and monitoring program budgets.
– Displays and tracks hours submitted bimonthly for particular person positions and notifies applicable supervisors/directors of potential time beyond regulation hours.
4. Knowledge Administration, Evaluation, and Reporting
– Supplies data of, and help with, the usage of CareersOnline (CMS) to make sure environment friendly and correct assortment and monitoring of all Office Studying program information.
– Creates and maintains program submitting programs or contact databases, spreadsheets, and on-line survey instruments, receives varieties and processes in line with pointers.
– Processes all program information to make dependable choices and proposals.
– Maintains and updates scholar information base, updates private data, payroll and employment information as it’s obtained.
– Collects and compiles information and program statistics all through this system cycle and initiates evaluate of programmatic areas to be revised to reinforce programming.
– Assists with the creation of end-of-term evaluation summaries and year-end stories.
5. Program Communications
– Prepares and processes correspondence on behalf of program coordinators and/or program supervisor from composed mail merge databases; organizes and processes giant mail outs.
– Initiates replies to inquiries of a routine nature referring to the Unit s actions requiring an in depth data of related subject material, College pointers, procedures and laws and the power to interpret and apply this data to the work of different College items.
– Collaborates within the growth, manufacturing and dissemination of Office Studying program content material and promotional supplies together with brochures, flyers and posters.
– Updates on-line program content material to mirror annual deadlines and program standards.
6. Different Tasks
– Coordinates preparations for particular occasions together with invitations and confirms attendees, reserving of rooms, preparation of assembly or occasion supplies/signage.
– Supplies help to college students, potential college students, school, employees and different guests to the unit; supplies data on the Centre for Pupil Involvement & Careers, Pupil Growth & Companies, UBC and neighborhood assets; responds to all inquiries obtained in-person, by phone, e-mail, on-line or mail from college students, alumni, the office neighborhood, and campus companions and refers stakeholders to applicable useful resource.
– Info relayed requires data of all Centre for Pupil Involvement & Careers topic areas together with actions of Profession Schooling and Office Studying packages and occasions and the work of different College items.
– Works on tasks as required.
– Performs different duties as required.
Consequence of Error/Judgement
Workouts judgment primarily based on thorough data of established insurance policies and procedures. Streamlines current procedures and recommends adjustments for course of redesign. All data have to be correct and offered in a respectful, well timed and supportive method. Failure to supply the service that meets these requirements impacts scholar, alumni, employer and public perceptions of scholar providers and/or the college, together with the college s status. Incorrect choices may have affect on the employment of scholars, the operations of the packages, and the status of the division and the College.
Operates in an environment friendly, respectful, and educated method and follows program protocols to make sure the environment friendly functioning of program administration.
Supervision Acquired
Works underneath broad supervision; balances competing priorities and works underneath a fast-paced surroundings independently and collaboratively with a excessive diploma of accuracy. Issues involving coverage are referred to supervisor. Receives detailed directions on the project of recent duties and thereafter solely on new or uncommon conditions.
Supervision Given
No supervision given. Explains work procedures and assists with the coaching of recent employees and scholar staff and ensures accuracy and manufacturing are maintained.
Most well-liked {Qualifications}
Excessive Faculty commencement and two years post-secondary schooling and4 years associated expertise or the equal mixture of schooling and expertise.Information of UBC Pupil Service practices and procedures most well-liked.
Demonstrable expertise in sustaining correct information and have a excessive stage of consideration to element.
Confirmed capacity to compose correspondence and stories utilizing clear, concise enterprise English.
Earlier expertise conducting statistical analyses of enormous datasets.
Confirmed capacity to prioritize and work successfully underneath stress to satisfy deadlines.
Confirmed expertise working successfully each independently and inside a group surroundings.
Laptop expertise required. Efficient oral and written communication, interpersonal, public service and organizational expertise.Capability to research issues, establish key data and points, and successfully resolve.Element oriented method to information administration.Familiarity with utilizing Microsoft Excel to gather, handle, and analyze giant datasets.
Capability to make use of phrase processing and spreadsheets (Phrase and Excel vital, PowerPoint, most well-liked) at a complicated stage, database and desktop publishing purposes at an intermediate stage.Capability to work collaboratively inside numerous groups.Capability to sort 55 w.p.m. and to function a standard vary of workplace gear.Capability to supply high quality service to prospects, front-line customer support expertise required.Capability to work with numerous communities of scholars.

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