Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
This posting is for 3 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 Operations provides complex coordination and administrative support for the core academic operations of OSAS and RHL. This role administers the workflow for key program operations processes, and coordinates student registration, course scheduling, and examination logistics. This position acts as a primary resource for students and faculty, exercising independent judgment to resolve complex issues, ensuring the smooth and effective delivery of all academic programs.
Organizational Status
Reports to the Manager, Program Operations.
Work Performed
Course Scheduling and Facilities
Coordinates course scheduling and timetabling processes for all programs, and resolves complex scheduling conflicts.
Coordinates teaching schedules, liaising and consulting with instructors and program team for instructor availability, overall program requirements, and alignment with program priorities and operational constraints.
Coordinates space and amenities for courses, orientations, information sessions, ad hoc activities, and special events, as well as access and usage of breakout rooms, lounges, and lockers for various student groups and visitors.
Coordinates with other faculties and departments on cross-listed courses, confirming section details and seat allocations to ensure accurate scheduling.
Creates program track and specialization requirement sheets and course prerequisite lists annually for distribution to faculty, program team and students.
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.
Maintains data accuracy within the University’s systems and acts as a local expert for these tools.
Registration
Coordinates course registration, determining students’ eligibility based on a thorough knowledge of program requirements, course prerequisites, and policies.
Responds to student inquiries and provides guidance on registration, course conflicts and alternative course options available to satisfy program requirements.
Maintains and administers course waitlists and seat restrictions to facilitate student registration and optimize enrolment.
Provides recommendations and supports the development of registration timelines for RHL programs, ensuring alignment with UBC registration dates.
Identifies, investigates, and resolves complex registration challenges, coordinating with UBC Enrolment Services on technical issues.
Exams
Coordinates all midterm and final exams for both winter and summer sessions, resolving conflicts, and liaising with Learning Services for online exams.
Coordinates contingency plans for exams impacted by campus closures or inclement weather, coordinating logistics and communication with faculty, employees, and invigilators.
Responds to inquiries and provides guidance to employees, faculty, and students for all examination matters, resolving conflicts and scheduling alternative sittings as needed.
Coordinates scheduling and training for all exam invigilators; acts as a liaison between instructors and invigilators, ensuring all exam requirements and protocols are clearly communicated and followed by all parties.
Curriculum and Course Evaluations
Coordinates the administrative workflow for all curriculum changes by preparing first drafts of proposals and advancing proposals through the approval process.
Maintains official electronic curriculum files and updates curriculum change tracking documents to ensure records are accurate and complete.
Assists with the annual review and submission of all program and course information to the UBC Academic Calendar.
Coordinates course evaluation process for all programs including setting closing and opening dates and adjusting non-standard dates for jointly taught courses. Resolves issues in coordination with UBC Planning, Analytics, & Institutional Research (PAIR).
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.
Gathers data and prepares reports on classroom utilization, invigilation, and other exam-related metrics, and assists with other projects within the portfolio.
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 Manager, Program Operations. 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.