Senior Undergraduate Program Assistant - Vancouver, Canada - UBC

Description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr7)

Job Title

Senior Undergraduate Program Assistant

Department

Administrative Management and Support | Undergraduate Program | Department of Computer Science | Faculty of Science

Compensation Range

$4, $4,827.

00 CAD Monthly

Posting End Date

May 14, 2024

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

Job End Date

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 Description Summary

This position provides senior administrative support and coordination of the Undergraduate Program in the Department of Computer Science serving more than 10,000 students in CS courses.

Organizational Status

Reports to and works under the direction of the Undergraduate Program Manager.

Takes additional direction from the Associate Head of Undergraduate Affairs and Undergraduate Advisors; liaises with Faculty of Science Advising Office, Enrollment Services, and other UBC departments as required.

Work Performed

This position is the 2nd level point of contact for CS Undergraduate Programs; provides information and referrals to prospective and current students on a wide variety of issues including: admissions and academic policies and requirements, awards and scholarships, university student services, program procedures and academic schedules.

Triages complex individual student advising to Program Manager and/or Department Advisors when warranted.

Responds to a variety of written e-mail and oral inquiries of an interpretive nature from current and incoming students requiring a thorough knowledge of the undergraduate program, university policies and procedures.

Provides information and replies to inquiries regarding University programs, courses and requirements, admissions, eligibility and application process.

Responds to student inquiries pertaining to issues such as enrollment, course availability, and confirmation of registration.

Assists students, faculty and staff including TA Coordinators, Sessional Instructors and Lecturers by providing information, interpreting University policies and procedures relating to undergraduate issues.

Acts as a liaison between the T/A Administrator, Payroll and T/As; coordinates, tracks and maintains T/A application and appointment files for winter and summer sessions; advises CUPE 2278 of employment statistics for each term; generates excel reports and course schedules; performs inquiries to Financial Services regarding T/A salary discrepancies.

Prepares offers and tracks acceptance in TA application system; prepares list for U/G Receptionist to data enter appointment forms.

Monitors and tracks applications in the internal faculty recruiting database for Sessional Lectures and 12 Month Lecturers; follows up on incomplete applications and accepts complete applications; requests letters of recommendation as needed.

Prepares offer letters for Sessional Lecturers; seeks Faculty of Graduate and Postdoctoral Studies for permission to teach as required; uses the Integrated Sessional Information System (ISIS) to appoint Sessional Lecturers; administers application for CS User Account/CWL; provides lists of current instructors to reception to update and maintain mailing lists; confirms desk assignment/space and grants access control permissions through ACMS; prepares Transfer & Severance forms as required.

Ensures template offer letters are up to date; incorporates CS specific resources and policies as required.

Compiles and inputs exam information received from instructors utilizing the Student Information Service Centre (SISC) for scheduling of exams in all terms; department contact person for deferred exams; coordinates report of grades and change of grade forms; coordinates challenge exams and ensures grades are submitted to Enrollment Services.

Responsible for coordinating and scheduling appointments for instructors to meet students regarding misconduct cases; take notes during the interviews; gathers information and initial evidence to prepare case files for basic cheating cases, prepares and collates various documents to be sent to the Dean s Office; Responsible for ensuring secure handling and storage of the relevant materials/documents; Maintain database for case progression and resolution.

Oversees and facilitates the faculty and Teaching Assistant evaluation process for undergraduate courses: inputs information on TASM, CourseEval, TeachEval, etc.

Coordinates and maintains NSERC USRA and other research awards programs which involves providing information to applicants, faculty members and awarded students; maintaining website, receives applications and prepares files for adjudication; forwards final recommendations to the Faculty of Science Dean s Office and completes student appointment forms.

Timetabling representative for all undergraduate courses; schedules: adds, deletes and changes courses on Scientia upon request and consistent with the relevant curriculum changes instituted by science departments.

Resolves course conflicts; uses Scientia to schedule lectures and labs and to allocate classrooms and teaching labs; ensures lab sections are full, creates wait lists when necessary.

Determines discretionary admission to courses in high demand according to established department priority matrix; assesses demand and recommends when new course seats are possible and appropriate.

Utilizes SISC to open sections; change seat numbers in class registration; adds instructor s names to courses they are teaching; changes class size information and verifies room availability.

Administrator access on SISC to register/force students into department courses taken by undergraduate students. Troubleshoots problems encountered by students in registering.

Interacts with other departments and Enrollment Services on behalf of students when they encounter registration problems which cannot be remedied at the department level; liaises with the Go Global Office to obtain required documentation for exchange students, the Faculty of Science International Student Coordinator, and with International Student Recruitment at Enrollment Services, when required.

Provides information to exchange students and assists them with registration, where required.

Compiles reports, tables and/or graphs for statistical analysis and interpretation, e.g. enrolment trends, average marks, and graduation numbers upon request. Complies information for surveys and reports e.g. Taulbee, CRA.

Liaises with Faculty of Science Advising and other departments adjudication of graduation.

Communicates program course requirements and course information to other departments as necessary.

Assists in developing material to aid in recruitment; maintains contact with prospective students via email and internet throughout the year.

Coordinates web content for undergraduate program; assists in the maintenance and updating of departmental undergraduate web pages and promotional literature.

Updates information directed at undergraduate students, resources and teaching/instructional information on CS/My CS site as appropriate under the direction of faculty and or supervisor

Provides administrative assistance and general back-up to the Undergraduate Program Manager.

Responsible for coordinating large social functions throughout the year that fall under the purvey of the undergraduate academic program, including open houses, department tours, recruitment activities

Provides support to department committees in support of the Undergraduate program: Coordinates meeting times based on availability of committee members; books meeting rooms and AV equipment as needed; distributes meeting agendas and materials; takes meeting minutes; circulates minutes for approval and posts to MyCS; ensures membership list is up to date by adding and removing faculty, student and staff as required; uploads and maintains various documents, posts, policies and handbooks on MyCS.

May enter and submit grades in accordance with University and departmental policy and procedures on behalf of faculty; coordinates and submits grades for directed studies, thesis and student led seminars.

Coordinates and facilitates scholarship competitions and student award nominations for undergraduate students. Prepares short-list of candidates for adjudication. Distributes award information to students and faculty. Forwards recommendations to the Awards Office, Dean s office, etc.

Notifies faculty of government and university funding available for hiring students under the following programs: NSERC Undergraduate Summer Research Award, Student Summer Works (B.C.

Government), Summer Career Placement (Federal), and coordinates proposals for the Government and/or UBC funded Work Study/Work Learn Program and monitors program ensuring that Union and Government guidelines are met.

Participates in the hiring process for Undergraduate Program Assistant - Receptionist position as a member of the hiring committee. Trains, orients and provides functional supervision to position as well as that of temporary and student workers. Provides feedback to Program Manager on subordinate staff for annual performance reviews and reviews of temporary and student workers.

In the absence of the Receptionist - Undergraduate Program Assistant, ensures Reception desk is covered at all times and acts as a backup Receptionist as required.

Performs other duties related to the position and consistent with scope and classification level of position.

Consequence of Error/Judgement

This position has critical decision making responsibility for undergraduate students from admissions to graduation in a large, busy department. Inability to quickly assess the level of advising needed increases the workload of the faculty. Poor decisions could impact a student s academic career and reflect poorly on the department s credibility.

Errors may also impact on administrative efficiency within the department and have financial implications on faculty project/grants supporting undergraduate students.

Supervision Received

Works independently with minimal supervision. Reports to the Academic Advisor - Undergraduate Program Manager and works closely with the Associate Head - Undergraduate Affairs.

Supervision Given

Provides formal training for Undergraduate Program Assistant-Receptionist position. Provides functional supervision of Undergraduate Program Assistant - Receptionist; supervises temporary staff and work-study students as needed.

Minimum Qualifications

• 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

High School graduation and one year post secondary diploma and4 years related experience or the equivalent combination of education and experience.

Experience in academic advising preferred. Knowledge of UBC courses and registration/admissions policies and procedures preferred. Knowledge of business practices and procedures preferably within a University environment. Ability to work well with others and to deal effectively with faculty, staff and students. Proficient in MS Office, SISC, Scientia.

Demonstrated proficiency in MS Excel for creation of tables and graphs; demonstrated ability to identify and highlight pertinent data, for processing into reports.

Ability to maintain accuracy and attention to detail.
Ability to train.
Ability to work independently with minimal supervision.
Ability to work in a team environment.
Ability to approach interactions with an awareness of sensitive issues. (e.g., issues concerning specific cultures)Ability to identify and respond to contentious or politically sensitive issues with discretion.
Ability to develop and maintain cooperative and productive working relationships.
Ability to deal with a diversity of people in a calm, courteous, and effective manner.
Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment.
Ability to assist clients in identifying appropriate courses of action.
Ability to effectively deal with difficult people.
Ability to anticipate problems and issues and plan ahead.
Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
Ability to efficiently and effectively coordinate tasks.
Ability to identify and correct missing and incomplete data.
Ability to create and accurately maintain record and filing systems.
Ability to gather, record, and organize information.

Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters).Ability to take and transcribe accurate meeting minutes.

Ability to effectively manage multiple tasks and priorities.
Ability to accurately create and maintain records.
Ability to accurately proofread for spelling, grammar, and punctuation.
Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.
Ability to effectively use Outlook, MS Word, MS Excel, at an intermediate level. (e.g., Outlook, MS Word, MS Excel)Ability to review, analyze, and synthesize complex information into summaries and reports.
Ability to prioritize and work effectively under pressure to meet deadlines.
Ability to interpret and apply complex legislation, policies, regulations, and technical information.
Ability to understand and apply policies, procedures, and instructions.
Ability to communicate in a clear, attentive, and polite manner.
Ability to make thoughtful, informed, and thorough decisions.
Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
Ability to exercise sound judgment.
Ability to exercise tact and discretion.