Senior Program Assistant, Operations & Administration

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title

Senior Program Assistant, Operations & Administration

Department

Operations and Administration Support | Robert H. Lee Graduate School | UBC Sauder School of Business

Compensation Range

4,739.00 - $5,102.00 CAD Monthly

Posting End Date

July 14, 2024

Note : Applications will be accepted until 11 : 59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

UBC Sauder’s Robert H. Lee (RHL) Graduate School delivers all aspects of a portfolio of six professional graduate degrees in business, independent of Graduate + Postdoctoral Studies. The RHL works closely with multiple and distinct stakeholders - faculty, employees, students, business community, global partners and alumni - to remain competitive through the delivery of an exceptional student experience. We thrive in a fast-paced, dynamic environment with a strong service culture and a commitment to continuously innovate and improve all aspects of our work.

The Senior Program Assistant, Operations & Administration works proactively and independently to provide coordination and support across all RHL professional graduate degree programs.

Organizational Status

Reports to the Manager, Operations & Strategic Initiatives. Works closely with the RHL Student Experience team. Liaises with numerous UBC services and UBC Sauder units. Develops positive relationships with faculty, employees and students, and interacts with high-profile business and community leaders.

Work Performed

• Coordinates course and exam scheduling for RHL programs and resolves complex scheduling conflicts. Creates, updates, and publishes program schedules and timetables. Ensures that program schedules accurately reflect each program's unique structure, timelines and academic requirements.
• Researches and prepares enrolment forecasts and other registration reports for informed decisions on the number of sections, maximum enrolment, course cancellations, classroom size, and seat restrictions.
• Develops complex program timetables and analyzes historical enrolment data to determine optimal timing of program electives. Liaises with Sauder Business Career Centre (BCC) and Undergraduate Office (UGO) teams to identify scheduling needs and coordinate classroom bookings.
• Schedules courses using a variety of system, and confirms finalized teaching schedules with instructors.
• Makes recommendations and develops new procedures for scheduling as needed, establishes internal timelines in relation to UBC scheduling deadlines and ensures that objectives are met.
• Coordinates course evaluations for RHL programs.
• Works closely with UBC Sauder Administration & Office Support Services (AOSS) to confirm course sections and resolve technical issues or other problems related to the administration of course evaluation surveys.
• Responds to instructor inquiries about course evaluations and adjusts survey release dates for individual courses as needed.
• Collates and distributes course evaluation data for review by respective program managers and senior leadership.
• Makes recommendations and contributes to the development of registration timelines for RHL programs taking UBC registration dates into consideration.
• Coordinates complex student registration processes. Monitors and adjusts seat pool restrictions as needed to facilitate student registration.
• Investigates and resolves complex registration problems as they arise. Liaises with UBC Enrolment Services and UBC IT on technical registration issues.
• Facilitates internal registration processes by creating Standard Timetables for required courses. Creates and monitors waitlist sections using Scientia / SISC.
• Assists with the review of RHL Academic Calendar entries in preparation for the release of upcoming calendar versions.
• Liaises with Senate & Curriculum Services to confirm processes and procedures for curriculum submissions.
• Prepares first draft curriculum proposal forms for approval by the manager. Reviews Senate restrictions for RHL courses and requests changes as required.
• Maintains electronic curriculum files and updates curriculum change tracking documents.
• Creates program track / specialization requirement sheets and course pre-requisite lists annually for distribution to faculty and program staff.
• Assesses course and event space needs, matching courses with the most appropriate space and optimizing classroom utilization across all programs.
• Negotiates the use of restricted classroom space with UBC Sauder units, researches other available space on campus and submits classroom booking requests through Enrolment Scheduling Services for program orientations, special events and ad hoc activities.
• Coordinates and monitors usage of allocated breakout rooms. Works with UBC Sauder AOSS to restrict / enable access to RHL spaces for various student groups and visitors.
• Communicates with UBC Sauder facilities team regarding classroom maintenance issues.
• Processes faculty, employee and vendor payments. Generates invoices and oversees incoming and outgoing wire transfers.
• Prepares contractor assessment and purchase order exemption forms for vendor payments as needed. Identifies errors and processes journal voucher (JV) transfers to correct errors.
• Recommends, develops, and maintains systems to track all RHL expenses and funding annually to ensure full financial accountability.
• Coordinates student award / prize payments by preparing award recommendation and JV forms.
• Works closely with the UBC Sauder HR department to coordinate faculty teaching payments for RHL programs and ensure that teaching credits are properly allocated.
• Provides administrative support with the hiring process for new employees.
• Updates the Student Experience Team Staff Onboarding Guide and contributes to the development of onboarding and exiting checklists for employees and Work Learn students.
• Organizes training sessions for new team members and updates training templates.
• Provides regular reception coverage for the unit, greeting visitors and answering general inquiries.
• Provides information to prospective students on graduate program offerings and screens before referring to a Recruitment and Admissions team member.
• Receives current students, responds to basic inquiries, and redirects to appropriate Student Experience team members.
• Takes and sends messages, prepares documents, schedules appointments, orders office supplies, monitors and maintains office equipment etc.
• Provides logistical, clerical, and technical support to the unit managers / directors.
• Participates in strategic program development and unit projects, suggests new ideas for consideration and development, and provides input into departmental policies.
• Documents procedures, ensuring that the position manual and unit Wiki are thorough, accurate, and up to date.
• Provides training and guidance to RHL team on all aspects of Scientia, FSC / SCMC, SISC, TeachEval and Degree Navigator. Becomes the subject matter expert on new systems and provides input into systems' requirements.
• Provides back-up coverage during peak periods and absences for the Administrative Assistant.
• Performs other related duties within the qualifications and requirements of the job.

Consequence of Error / Judgement

Exercises considerable judgement and initiative in handling matters of a complex or non-routine nature, requiring interpretation of university and department guidelines, procedures, and policies. Consequence of error is high; errors may lead to scheduling conflicts or oversights that jeopardize the quality of RHL programs. Errors in judgement and communication may lead to inefficiency of operation, unmet deadlines and loss of valuable time and opportunities for students and instructors. Lack of cross-cultural sensitivity in communicating with students may cause serious misunderstandings and damage to the international reputation of the programs and the school. The RHL Graduate School provides academic services to professional graduate business students requiring the employee to be able to perform the position duties in a professional and business-like manner.

Supervision Received

Reports to the Manager, Operations & Strategic Initiatives. Works independently, occasionally consulting with supervisor or Program Managers with reference to highly unusual or very complex problems. Exercises considerable judgement in selecting and interpreting information to make informed decisions.

Supervision Given

Formally trains new employees on work procedures, and assigns and oversees work of Work Learn students and temporary employees.

Minimum Qualifications

High School graduation, plus two years of post-secondary education, plus four years of related experience, or the equivalent combination of education and experience.

Preferred Qualifications

Experience working with students, answering inquiries and resolving problems and issues. Must exercise initiative, tact and discretion.

Must be poised and articulate and have the ability to exercise a high level of tact and discretion when working with information of a confidential and / or sensitive nature.

Ability to take initiative, prioritize and work effectively under pressure and meet the deadlines and demands of a very busy office.

Ability to gather, organize and interpret information.

Proven excellence in written and verbal communication is required.

Ability to handle a wide variety of tasks and establish priorities, organizing workload for timely and effective delivery of services, including careful attention to details.

Ability to exercise judgement under pressure and demonstrate initiative in handling matters of a complex and non-routine nature.

Ability to work flexible hours and some overtime.

Experience with the following systems is considered an asset : Microsoft Office, Word Press, SiteCore, Canvas, UBC Student Information System SISC, UBC Faculty Service Centre FSC / Scheduling & Curriculum Management Centre SCMC, UBC Student Evaluation of Teaching TeachEval, Degree Navigator and Workday.