Senior Program Assistant

Job Summary

Coordinates the Dental Hygiene Degree Program (DHDP) by compiling information necessary for the development of timetables, registration, schedules and tracking student academic progress. Supports the Directors of Community Engagement, and Diversity Equity and Inclusion. The incumbent will have a thorough knowledge of the policies and procedures of the University and the Faculty of Dentistry and will ensure the timely delivery of programming. The incumbent will be expected to exercise considerable judgment and demonstrate tact and discretion within established Faculty and UBC guidelines and regulations. Performs a wide variety of administrative activities to support Academic Affairs in consultation with the Manager, Student Academic Services and Manager, Curriculum. This is responsible for dealing with sensitive and confidential and issues as well as exercising judgment and tact when dealing with many situations.

Organizational Status

Reports to the Manager of Curriculum, and the Manager, Student Academic Services. Liaises with the Associate Dean, Academic, and DHDP, DEI, and Community Directors.

Work Performed

A. STUDENTS

• Provides student-centered support to current students by providing information, interpreting University policies and procedures and understanding the specific situation in order to provide customized information.
• Effectively uses UBC systems to interpret information and requirements, in order to provide accurate information to students. Updates information in systems in order to maintain accurate student records.
• Responsible for coordinating and maintaining evaluations where grades are recorded and processed for all DHDP students.
• Compiles and designs grades spreadsheets for presentation to the Academic Progress Committee following completion of each term.
• Develops protocols to ensure that grades are recorded and reported accurately.
• Ensuring that students have completed all requirements for their program and prepares student progress materials for Student Academic Services meetings.
• Coordinates submission of grades with module coordinators, compiles grades submitted and ensures calculation of grades in in compliance with the syllabi.
• Ensures student grades are completed and submitted to the Manager of Student Academic Services for use in creating promotion records and award designations.
• Coordinates with the Manager of Student Services to support Orientation.

B. SCHEDULING, DATABASES & CURRICULUM PLANNING

C. ADMINISTRATIVE ACTIVITIES

Consequence of Error / Judgement

It is critical that student records are dealt with conscientiously and confidentially, and that students are given accurate information regarding their program, since mistakes can have a significant negative long-term impact. Errors related to the coordination and supply of course material could affect the curriculum timeline and student progress. Poor judgment, errors in preparing documents, or inappropriate management of confidential information could have an adverse effect on the Faculty.

Supervision Received

Duties are performed independently as required under limited supervision from the Managers of Curriculum and Student Academic Services.

Supervision Given

May delegate work to temporary staff or work study students.

Minimum Qualifications

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

Experience working in a post secondary program is required. A thorough knowledge of post-secondary policies and procedures. Effective organizational, oral and written communication, interpersonal and organizational skills.

Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.

Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

Ability to effectively multi-task, prioritize and work effectively under pressure to meet critical deadlines. Ability to maintain accuracy and have a high level of attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to work effectively independently and in a team environment. Proficiency with office software applications (MS Word, Excel, PowerPoint, Outlook) as well as Scientia, Canvas and Workday. Knowledge of UBC administrative systems is preferred. Demonstrated superior and professional written and oral communication, interpersonal skills and organizational skills. Ability to communicate in a clear, attentive, and polite manner, developing relationships and exercising tact, diplomacy and discretion. Goal oriented, very organized and able to manage time and competing priorities effectively. High level of personal integrity. Effective problem solving, analytical and organizational skills. Uses initiative, interpretation, and / or ingenuity to develop, implement, and evaluate innovative procedures, practices, standards, specifications, services, or projects. Ability to work effectively in a dynamic, demanding and distributed educational environment. Excellent professional judgment. Strong interpersonal skills with effective verbal and written communication skills. Must have excellent problem-solving skills and the ability to be flexible to navigate in the changing landscape of education. Demonstrates planning abilities to meet deadlines and to follow up, ensuring deliverables are met.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and / or status as a First Nation, Metis, Inuit, or Indigenous person. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.