Undergraduate Program Assistant - Receptionist

Job Summary

This position is the primary point of contact for all inquiries pertaining to the Department of Computer Science, provides direct support in coordination and administration of the Undergraduate Programs in the Department of Computer Science .

Organizational Status

Reports to the Undergraduate Program Manager works under the direction of the Undergraduate Program Manager, Senior Program Assistant, the Associate Head of Operations and the Associate Head of Undergraduate Affairs.

Work Performed

Incumbent is the first point of contact for the Department of Computer Science and the Undergraduate Program in Computer Science.

Responds to a variety of written, e-mail and in person inquiries of an interpretive nature requiring a thorough knowledge of the Computer Science undergraduate programs, University policies and procedures; refers complex inquiries to the Senior Program Assistant.

Formats and maintains a variety of general information provided to students and instructors. Updates Undergraduate resources and information on MyCS

Accesses SISC for student information and provides information to the Faculty and Department administrators as required.

Generates and distributes class lists where necessary; moves students off the wait lists at request of advisors.

Administers and routes official letters, forms and announcements.

Completes monthly and hourly salary appointment forms for undergraduate and graduate students employed by the Department faculty, appointed in hourly and monthly T eaching A ssistants , summer and coop positions; ensures all information is correct and enters the initial appointment into Workday, ensures appointment has gone through all approvals steps in the system; reviews and verifies time sheets with faculty and students, assists students with timesheet queries.

Books rooms for exam marking, review sessions, midterm exams and meetings as required. Processes course related room booking requests for faculty and students in restricted and non-restricted rooms on the UBC room booking system and bookable rooms in CS. Provides guidance and information with respect to the availability and booking of rooms.

Maintains and ensures faculty term teaching mailing list is up to date for all teaching terms.

Maintains and updates the teaching schedule and the Undergraduate Courses Timetable based on the SISC schedule for distribution to staff and faculty and for posting to the CS / My CS pages.

Maintains files for course outlines, change of grade forms, add / drop forms etc.

Assists with the set up associated with Department Events as required. This includes booking venues / rooms, arranging catering, circulating invitations, tracking RSVPs, recruiting and training student volunteers as well as any other logistical requirements such as adding to events calendars as required.

Member of multiple Undergraduate Program related Departmental committees. Backs up as committee and committee related department meeting support in the absence of the Senior Program Assistant.

• Answers both the main office switchboard and direct undergraduate phone line and voice mail; checks for staff absence messages and forwards information on absent staff to mailing list as required; updates voice message for holiday / statutory hours; answers inquiries on the direct undergraduate phone line. Manages the undergrad info email account; triages and responds to a variety of written and oran inquiries of a non-interpretive nature from current and incoming students requiring a sound knowledge of the undergraduate program, university policies and procedures; forwards complex inquiries to Senior Program Assistant or Undergraduate Program Manager as appropriate;

Upon request from Course Instructors, assigns invigilation / marking duties for final exams; advises course instructors and T eaching A ssistants of their invigilation and marking duties; generates and distributes duty information for all T eaching A ssistants invigilators; creates and distributes T eaching A ssistants invigilation and marking duty list for instructors and posting on T eaching A ssistants info board.

Provides assistance to Faculty, staff and graduate students with general photocopying / printing, clears paper jams and arranges for service when necessary. Ensures main office photocopier and fax machines paper trays are full, maintains photocopier and orders toner supplies.

Backs up for Senior Assistant as note taker for academic misconduct cases.

In consultation with faculty members, is responsible for ordering textbooks and teaching materials for the undergraduate program through the UBC Bookstore. Maintains database of course materials. Obtains reading copies of textbooks for instructors and Teaching Assistants, and administers book loans. Signs out equipment (projectors, etc.) assignment box keys, UTA supplies, etc. maintains log sheets and replenishes UTA supply cupboard.

Administers Access Control for undergraduate students; entering user information in the database; and assigning access to user account.

Under the direction of the Undergraduate Program Manager and the Senior Program Assistant maintains up to date web content, resources and contact information for undergraduate student inquiries relating to finance, housing, grants fellowships, scholarships, awards and other information directed at undergraduate students; refers inquires to appropriate department or UBC contact as required.

Monitors general office supply email account and places orders for Finance Clerk approval.

Coordinates annual shredding for Undergrad Program; coordinates exam archival to department records room.

Coordinates office Lost & Found and forwards items to UBC central Lost & Found.

Performs other duties within the scope of the classification level related to the support of the undergraduate program and / or in support of the department as required.

Consequence of Error / Judgement

The duties are performed in accordance to established procedures and accepted practices in the department with ability to choose action within limits defined by procedures. This position is in an important one in which accuracy, decisions and judgment are relied upon by the Undergraduate Program Manager, Senior Program Assistant, Associate Head of Undergraduate Affairs and undergraduate advisors. Incorrect information provided would reflect poorly on the department. Frequent interaction with other internal colleagues and students requires excellent communication skills and tact to avoid negative impact on the Undergraduate Program and University.

Supervision Received

The duties are performed in accordance to established procedures and accepted practices in the department with ability to choose action within limits defined by procedures. This position is in an important one in which accuracy, decisions and judgment are relied upon by the Undergraduate Program Manager, Senior Program Assistant, Associate Head of Undergraduate Affairs, Associate Head of Operations, and undergraduate advisors. Incorrect information provided would reflect poorly on the department. Frequent interaction with other internal colleagues and students requires excellent communication skills and tact to avoid negative impact on the Undergraduate Program and University.

Supervision Given

None. May delegate tasks to work learn students under direction of the Undergraduate Program Manager and or the Senior Program Assistant.

Minimum Qualifications

High School graduation, plus one year post secondary diploma, plus three years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to identify and correct missing and incomplete data. Ability to create and accurately maintain record and filing systems. Ability to gather, record, and organize information. Ability to prepare and complete job-related documents using relevant content and appropriate format e.g., forms, letters. Ability to operate job-related equipment e.g., multi-line phone / switchboard e.g., fax machine, photocopier. Ability to effectively manage multiple tasks and priorities. Ability to accurately proofread for spelling, grammar, and punctuation. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to politely screen calls, direct as appropriate, and take accurate messages. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate effectively verbally and in writing. Ability to listen actively and attentively, and obtain clarification as required. Ability to effectively deal with difficult people. Ability to provide quality service to customers in a courteous, patient manner. Ability to work effectively independently and in a team environment. Ability to deal with a diversity of people in a calm, courteous, and effective manner.