Reception and Program Assistant, Student Services - Vancouver, Canada - University of British Columbia

University of British Columbia
University of British Columbia
Verified Company
Vancouver, Canada

1 month ago

Sophia Lee

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Sophia Lee

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Description
Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Program Assistant 2 (Gr5)

Job Title

Reception and Program Assistant, Student Services

Department

Student Services Support | Department Mechanical Engineering | Faculty of Applied Science

Compensation Range

$3, $3,955.00 CAD Monthly

Posting End Date

February 6, 2023

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

Job End Date

Job Description Summary

The Program Assistant will provide administration and coordination support to Mechanical

Engineering Student Services. Main duties will include providing clerical support to the Mech 2,

Capstone, and VSP programs, curriculum support, inventory management, and overflow support for graduate admissions.

The Program Assistant will be the first point of contact for students visiting Mechanical Engineering Student Services and provide primary coverage for reception in the office.

This position also provides shadow coverage for the other CUPE positions within

Mechanical Engineering Student Services, and administrative support to the Manager and

Assistant Manager, Student Services.

Organizational Status

Works under the direct supervision of the Assistant Manager, Student Services, and ultimately

reports to the Manager, Student Services. Receives additional direction directly from the

Mech 2 Coordinator and the Capstone Design Coordinator. Works collaboratively with other

support staff in the Mechanical Engineering Department in general, and in particular with the

other members of the Student Services office. May train new or temporary staff in routine

procedures.

Work Performed

MECH 2 SUPPORT

  • Answers routine correspondence and enquiries, drafts other correspondence, books rooms, arranges meetings, transcribes and distributes minutes. Generates and processes exams and formula booklets. Maintains / updates current syllabi, policies and other administrative documents, and keeps archive of past documents.
  • Administers online content management courses. Posts files from instructors to online forum. Extracts information and compiles and summarizes data. Prepares Excel grade spreadsheets. Edits and posts photographs.
  • Enters test and exam grades to the master mark sheet in Excel and posts online. Collects and files information required for accreditation.
  • Forms student sections/subsections and generates and distributes class lists to TAs and
instructors.

  • Assists the scheduling of Mech 2 related events. Helps to coordinate Mech 2 orientations, including speakers, required course material production / ordering and distribution, and collecting forms, waivers and fees.
  • Coordinates all Mech 2 off campus activities, including lab fieldtrips, industry tours, and team
- building events. Generates list of ad hoc room bookings. Generates / posts / updates web-based timetables for students, faculty and TAs based on the Excel schedule. Helps coordinate teaching and TA evaluations.

VANCOUVER SUMMER PROGRAM (VSP) SUPPORT

  • Responds to webbased enquiries regarding VSP in a timely and professional manner. Liaises with the UBC VSP central office to coordinate and support MECH s VSP package offerings. Reviews and accepts prospective VSP students based on established prerequisites for admission to each package.
  • Assists with the planning and delivery of VSP s social events. Assists with coordination of admission and transportation arrangements for off campus events, logístical arrangements and catering for on campus events, and attending events to provide staff supervision of participants.
  • Collects syllabi from course instructors and provides administrative support for VSP course packages, including the coordination of course evaluations, logical/classroom bookings, and processing of completion/participation/grade letters.
  • Assists with maintaining the VSP online student portal, answers online inquiries during the VSP terms through the portal, and updates all relevant policies and administrative documentation stored for students to access.
  • Provides guidance to VSP student staff and volunteers throughout the summer term.

CAPSTONE SUPPORT

  • Provides coordination support to instructors, students, and industry clients involved in the
Capstone Design program. Acts as a first point of contact, answering enquiries and referring complex questions to the course instructor. Assists with Intellectual Property agreements between UBC, the students, and the industrial clients. Coordinates client surveys and collects and records confidentiality agreements.

  • Administers online content management course. Posts files from instructors to online forum. Extracts information and compiles and summarizes data. Posts grades (labs, computer labs, tests) online from Excel spreadsheets; extracts prelab and homework grades and places in Excel marksheet. Coordinates iPeer evaluations. Monitors student discussion boards. Edits and posts photographs.
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