Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
This posting is for 4 positions.
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 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.
Our team at UBC Sauder's Office of Student Academic Services (OSAS) and Robert H. Lee Graduate School (RHL) oversees the student academic journey, from orientation to graduation, for a diverse portfolio of graduate, undergraduate, and diploma programs. Operating within a competitive global environment, we collaborate with faculty, students, alumni, institutional partners, and the business community to deliver exceptional and transformative educational experiences. We thrive in a fast-paced, service-oriented culture dedicated to innovation and the development of the next generation of responsible leaders.
The Senior Program Assistant, Program Administration provides complex coordination and administrative support across a diverse portfolio of functions, including academic records, student services, and faculty support. This role administers the workflow for key academic processes, coordinates a wide range of student and faculty-facing events and communications, and contributes to strategic projects that enhance the student experience. The incumbent exercises independent judgment to resolve complex issues, provides input into departmental policy, and ensures that a high volume of administrative processes are handled accurately and efficiently.
Organizational Status
Reports to the Associate Director, Program Administration.
Work Performed
Student Records and Academic Planning
Coordinates student graduation review and approvals by evaluating student records against degree requirements, preparing graduation lists, calculating class standings, and updating secondary programs of study.
Administers academic concession processes, including monitoring online forms, verifying documentation, and liaising with academic advisors, program managers, and instructors. Coordinates processes for Standing Deferred exams, liaising with instructors, Enrolment Services, and the Centre for Accessibility.
Monitors and reviews students’ academic progress, reviewing course selection, grades, and fulfilment of academic requirements. Updates exemptions and overrides in student Academic Progress Reports.
Processes grade changes, follows up on outstanding grades, approves and enters changes in assigned standings, and administers requests for Credit/D/Fail and Review of Assigned Standing.
Processes transfer credit articulation requests and coordinates updates to student records for approved transfer credit.
Updates and maintains student records and files.
Communications, Onboarding and Academic Integrity
Provides administrative support for academic integrity cases by scheduling meetings, preparing materials, taking minutes, maintaining the misconduct database, and preparing decision letters.
Produces written communications across multiple platforms for a variety of audiences: students, alumni, faculty, UBC and UBC Sauder employees, international academic partners, and business community.
Supports the new student onboarding experience by coordinating digital onboarding materials, communications, and related engagement activities.
Faculty, Course and Event Support
Reviews course outlines based on approved guidelines and identifies issues requiring follow up with instructors or program leadership.
Provides administrative coordination for high-enrolment courses and experiential learning activities, including course logistics and materials.
Coordinates workshops, meetings and presentations to support students and faculty, creating content and agenda, inviting speakers, and coordinating logistics.
Coordinates the planning and delivery of program events including orientations, program and community building events/competitions, student leadership retreats, networking events, liaising with internal teams and student organizations as required.
Surveys, Data and Reports
Prepares and compiles reports including program statistics, student ranking, grade distribution reports, and other academic data.
Coordinates the administration and reporting of student survey and related feedback.
Maintains program databases, distribution list, and tracking tools used for student program administration.
Administrative, Systems and Project Support
Participates in program initiatives by conducting research and contributing to the development and improvement of administrative processes and procedures.
Provides guidance and training on administrative systems and processes and maintains related procedural documentation, including position manuals, program resource guides, and internal resources.
Responds to student, faculty and program inquiries, providing guidance on academic policies, program requirements and administrative procedures, and coordinates responses.
Triages emails received in internal, program, and course inboxes. May provide coverage for front desk reception services, greeting visitors and responding to complex inquiries.
Provides administrative support to unit managers including coordination of documentation, reports and meeting materials.
Provides backup coverage to other Senior Program Assistants as required and performs other duties consistent with the scope of the role.
Consequence of Error/Judgement
This position exercises considerable judgment and initiative in handling matters of a complex and non-routine nature, requiring interpretation of university and departmental guidelines, procedures and policies in planning the sequence of duties, the work methods to be employed, and action to be taken. Consequence of error is high; errors may lead to students not being able to graduate. Errors in judgment 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 reputation of the programs and the school.
Supervision Received
Reports to the Associate Director, Program Administration. Works independently, occasionally consulting supervisor with reference to highly unusual or very complex problems. The duties are governed by broad instructions and policies, involving frequently changing conditions and priorities.
Supervision Given
Is not required to supervise but may explain work procedures to new or inexperienced employees or oversee the work of students and/or temporary employees.
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.
- 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
Experience working with students, answering inquiries and resolving problems and issues.
Ability to be poised and articulate in working with a variety of stakeholders.
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 accurately interpret, and make decisions within established guidelines and regulations.
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.
Experience with the following systems is considered an asset: Microsoft Office, Workday, Canvas, WordPress, HTML, as well as experience with online portals and writing for the web.