Senior Program Assistant

Staff - Union### ##

• Job Category
• CUPE 2950## Job ProfileCUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)### ##
• Job Title
• Senior Program Assistant### ##
• Department
• Administrative Support | First Year Programs | Faculty of Arts### ##
• Compensation Range
• $4,739.00 - $5,102.00 CAD Monthly### ##
• Posting End Date
• January 6, 2026
• Note :
• Applications will be accepted until 11 : 59 PM on the Posting End Date.
• Job End Date
• OngoingAt 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
• The Senior Program Assistant provides confidential high-level administrative support to the Bachelor of Media Studies and other interdisciplinary programs in FYIP, working with the Director, program chair(s), student advisor(s), faculty members and administrator to ensure the smooth operations of a broad range of functions including course scheduling, student registration, event coordination, and curriculum submissions. The incumbent is also responsible for event coordination and logistics, scheduling and promotional support to undergraduate student events and programs such as the annual orientation / onboarding, open house, undergraduate student association events and initiatives.First-Year and Interdisciplinary Programs (FYIP) in the Faculty of Arts is comprised of 17 distinct Interdisciplinary Programs as well as the Bachelor of Media Studies degree program. Together these programs enroll approximately 3800 students, and employ and support / liaise with 17 Chairs and 30+ faculty members.
• Organizational Status
• Reports directly to the Administrator, First-Year & Interdisciplinary Programs (FYIP). The incumbent interacts and communicates with faculty, students, staff, alumni, community partners & visitors, and staff from other units across campus.
• Work Performed
• Coordinates for the Bachelor of Media Studies (BMS) chair a complex timetable involving 8+ participating departments and programs in the Faculty of Arts and the Faculty of Science. Prepares draft timetables based on the other departments’ availability, troubleshoots & resolves issues such as last-minutes changes to courses, instructors’ availability and other unexpected circumstances.
• Coordinates the timetable and exam scheduling for BMS and other interdisciplinary programs in the FYIP portfolio. Liaises with other units in the Faculty of Arts over the scheduling of cross-listed and core courses. Assists with course / instructor / TA evaluations.
• Evaluates enrollment figures and program capacity to advise the chair, administrator and the program coordinator(s) on cancellations or on raising the enrollment caps. Makes recommendations and implements the approved strategies to increase enrollments.
• Leads on admission administration process. Coordinates portfolio submissions and responds to students’ inquiries about the application process. Organizes faculty reading of application portfolios and liaises with UBC admissions.
• Assists students with course selection to ensure they meet course prerequisites and program requirements. Investigates and resolves complex student program issues and refers them as necessary.
• Supports student progress, identifying students at academic risk. Assists and consults with student program coordinator(s) and the chair(s) with confidential undergraduate student issues, as appropriate.
• In partnership with chair and the program coordinator / student advisor(s), develops entry and exit surveys to measure student engagement and experiences in BMS program, including program alumni. Analyzes the findings and writes reports on students’ satisfaction.
• Acts as first point of contact for students and instructors in the Bachelor of Media Studies. Maintains current knowledge of resources available to instructors related to student concerns; directs student to the relevant university resource(s) such as Counselling, Financial Aid, etc.
• Acts as liaison with and advocate for the Media Studies Student Association (MSSA) and the editorial team of the student-led journal,
• The Beacon
• . Supports MSSA’s efforts to engage students and faculty members in editorial work and soliciting their input on program initiatives.
• Supports efforts in developing and redesigning the current & future curriculum in the Bachelor of Media Studies program. Works closely with the chair and administrator in coordinating activities related to curriculum development and preparation of appropriate forms for submission to the Faculty of Arts Curriculum Committee and the Senate.
• Coordinates arrangements for conferences, workshops, study groups, meetings and other special events including planning, managing a budget, prioritizing, and executing plans on the day.
• Participates in recruitment initiatives and events such as Arts Faculty Fair, Yield campaign, career fairs. Assists with designing and writing of recruitment materials.
• Participates and provides programming support for community engagement initiatives.
• Participates in the communications efforts for the BMS and other interdisciplinary programs. Creates content for the BMS websites and various digital and social media platforms. Works with the chair, program coordinator & administrator to implement the various programs communication and marketing strategies. Liaises with Arts Communications team to ensure adherence to the faculty communication guidelines (brand, editorial strategy, etc.).
• Supports the hiring process for Sessional instructors, students (teaching assistants, work learn, etc.), including document management, drafting offer letters, communicating with new employees, and entering information into appropriate UBC systems, creating employee profiles on the program websites, and liaising with Arts ISIT.
• Coordinates the processing of financial paperwork (invoices and payments, expense reports, journals) and supports financial planning & monitoring. Provides first-level advice on general financial inquiries.
• Liaises with building management on maintenance issues, emergency procedures, and employee / student access.
• Acts as back-up for the other senior program assistant in FYIP.
• Performs other duties as required.
• Consequence of Error / Judgement
• This position interacts directly with students, faculty members and the academic community on issues concerning admissions, registration, graduation, and program promotion. Errors and failure to meet deadlines can result in lost opportunities (e.g. failure to consider excellent candidates for admission), ineffective programming and poor student experience. Mistakes can have a significant impact on matters of importance to current undergraduate students : financial support, program progress and graduation, student records. They can have a significant impact on other staff in FYIP, Arts Academic Advising, and the Faculty of Arts, including costly and time-consuming efforts to make corrections. Lack of accuracy in work could result in damaged relations with academic community, decreased enrolment in programs, and reputation harm to the BMS program, Faculty of Arts and the University.
• Supervision Received
• Work is performed within authorized prescribed limits and / or an approved plan.
• Supervision Given
• Supervises students (volunteers and employees) in the Bachelor of Media Studies Program. Trains new staff on work procedures and UBC systems. The incumbent serves as a resource for junior and temporary staff in terms of training, guidance and interpretation of procedures.#
• Minimum Qualifications
• High School graduation and two years post-secondary education and 4 years

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