Senior Program Assistant, Academic Programs & Services

Job title:

Senior Program Assistant, Academic Programs & Services

Company

University of British Columbia

Job description

Staff – UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried – Sr Program Asst-Gen (Gr8)Job Title Senior Program Assistant, Academic Programs & ServicesDepartment MEL and MHLP Program Support | Dean’s Office | Faculty of Applied ScienceCompensation Range $4,739.00 – $5,102.00 CAD MonthlyPosting End Date October 15, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateAt 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 SummaryThe Master of Engineering Leadership (MEL) and Master of Health Leadership and Policy (MHLP) degree programs in the Faculty of Applied Science are a suite of professional master degrees, which combine technical and leadership knowledge. The Masters of Engineering (M.Eng) is a course-based degree for students with an undergraduate degree in engineering who want to advance their technical expertise. The MEL MHLP Office manages various components of professional Master degrees including admissions, orientation, academic services, student advising, academic policies, graduation approvals, program development and scheduling, employment and career advice, professional and industry development. The programs are run independently from the UBC Faculty of Graduate and Postdoctoral Studies.The Senior Program Assistant, Academic Programs & Services is responsible for providing administrative and project support through the implementation of established academic policies and procedures, resolving complex inquires relating to advising and program evaluation to support student success in professional Master degrees in the Faculty of Applied Science. They will also work proactively and independently to provide coordination to key partners with online platforms and systems. Under minimal direction, this position is responsible for project execution, coordination of student cases and administrative functions related to MEL, MHLP and M.Eng. students.
This position also provides shadow coverage for the other CUPE position(s) within the MEL MHLP Office.The incumbent typically works a standard day; however, flexibility is required as some responsibilities require an irregular schedule, including evenings or weekends.Organizational Status
This position reports directly to the Manager, MEL MHLP Programs. Works closely with faculty members, faculty advisors and program coordinators across professional Master degrees in matters relating to their specific initiatives. Works in close collaboration with other staff in the MEL MHLP Office and the Faculty of Applied as a whole; and liaises with a wide variety of UBC units in execution of duties. Expected to work independently within general guidelines.Work PerformedPROJECTS AND PROGRAM PLANNING

• Advises on student registration and program management policy and procedures to staff of professional Master programs, including: academic accommodations, record updates; leaves of absence requests; transfers between programs; program extensions, withdrawals and completions; graduation; etc. Provides Workday support to ensure student records are accurately updated based on academic progression outcomes.
• Develops and maintains a platform of comprehensive policies and procedures for staff of professional Master programs, ensuring that faculty and administrators have access to up-to-date information. Provides content for the MEL MHLP website and student portal to ensure academic programs, policies and academic services related content is current and consistent between professional masters programs.
• Facilitates and coordinates student experience, professional development and career-related events to support students in professional Master programs. Creates and facilitates events such as industry advisory board meetings and capstone presentations.
• Tracks key student metrics such as enrollment, retention, and completion rates. Creates reports to support program evaluation and student advising improvements.
• Evaluates existing advising business processes and proposes streamlining and/or improvements.

GRADUATION & PROGRAM EVALUATION

• Coordinates services related to graduation, including evaluation. Brings exceptional graduation cases, including adjudication of students, to a Manager.
• Works with departmental advising offices to ensure all Faculty and specialization requirements are met.
• Coordinates the submission and review of graduation cases with faculty advisors and program coordinators, ensuring all graduation requirements are met
• Coordinate evaluation and bring exceptional graduation cases to the manager/committee and consults with Manager when appropriate.
• Manages large complex graduation database; extracts data, performs analysis and produces reports.
• Understands and applies University and Faculty policies in relation to individual student programs.

STUDENT ADVISING

• Investigate and resolve complex issues relating to registration, credit limits, registration blocks, transfer credits, and other discrepancies.
• Resolves issues related to registration, awards, credit limits, discrepancies, and academic inquiries. Updates student records as needed, supports graduate awards. Enters student records as required (i.e., grades, course registration, etc.).
• Coordinate the process of academic concession advisory and document evaluation with the manager, and liaises with instructors, medical professionals, and other student services to ensure appropriate and consistent concessions per university and Faculty policy. Collaborates with faculty members to ensure students receive appropriate accommodations and support services and works closely with the Manager, MEL MHLP on complex cases.
• Be knowledgeable of and applies and applies university policies to individual student programs, in the areas of academics, career preparation, and wellbeing, referring students to appropriate resources.
• Serves as a liaison between the advising unit and other university departments to ensure cohesive support for students by developing student records management, scheduling, and student service processes.
• Investigates and resolves a wide range of academic inquiries from various departments and Schools in the Faculty of Applied Science, other campus units and faculties. Participates in committees and working groups related to academic advising and student support.

GRADUATE ADMISSIONS & AWARDS

• Acquires in-depth knowledge of the different M.Eng, MEL and MHLP specializations, as well as the University’s admission procedures, policies and services in order to provide relevant information to students, staff, faculty, and the public.
• Maintains and creates initiatives to further improve a complex admission database to provide accurate, up-to-date information to faculty members and administration.
• Participates in the development of Unit policies and procedures related to professional Master program admissions.
• Coordinates and disseminates funding for professional Master program student awards. Participates in the development of policies and procedures related to graduate awards for M.Eng, MEL and MHLP programs.
• Works with the MEL/MHLP student recruitment team to support recruitment and yield efforts for professional Master programs by representing the Faculty at various information sessions and events. Maintains a strong understanding of the wider APSC ecosystem to direct prospective students to appropriate programs in the Faculty to help ensure the Faculty’s recruitment and yield goals are achieved
• Provides support in the processing of MEL and MHLP admissions during peak periods.

OTHER DUTIESPerforms other duties as requiredConsequence of Error/JudgementThis position is a crucial component of the administration of professional Master’s degrees in Applied Science. The incumbent will also have high access to Workday. Consequences of error or abusing access level is very high.The incumbent is expected to exercise a great deal of judgement and initiative in the handling matters of both a routine and non-routine nature requiring the interpretation of University and Faculty Policies, procedures and guidelines. 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 operations, unmet deadlines, inaccurate student advising and poor-quality student service and experience. Errors may lead to applicants not being able to start the program; meet the requirements to graduate; negatively impact program culture, experience and relationships. Lack of cross-cultural sensitivity in communicating with students may cause serious misunderstanding, compromising the integrity and reputation of the MEL & MHLP degrees, the Faculty of Applied Science and UBC.Supervision Received
Works under the general guidance of the MEL & MHLP Program Manager. Receives general instructions on new assignments and works under minimal supervision and requires initiative and professionalism. Interruptions are an expected part of the work, and re-prioritization and rescheduling is required for work completion.Supervision Given
Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staffMinimum 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 inclusionPreferred QualificationsAbility to effectively multi-task, prioritize and work effectively under pressure to meet deadlines. Ability to maintain accuracy and have a high level of attention to detail. Proficiency with office software applications (MS Word, Excel, PowerPoint, Outlook) as well as CRM and Workday system use. Knowledge of UBC administrative systems is preferred. Demonstrated superior and professional written and oral communication, interpersonal skills and organizational skills. Ability to communicate in a clear, attentive, and polite manner, developing relationships and exercising tact, diplomacy and discretion. Goal oriented, very organized and able to manage time and competing priorities effectively. High level of personal integrity. Effective problem solving, analytical and organizational skills. Detail oriented with an ability to multitask and maintain accuracy in a fast paced, high volume environment with critical deadlines. Must have the ability to perform established procedures and routine tasks efficiently and in a timely manner. Able to work evenings and weekends as required. Able to work respectfully across cultural differences. Demonstrates a professional demeanor, is a team player and able to work independently and under supervision.

Expected salary

$4739 – 5102 per month

Location

Canada

Job date

Thu, 10 Oct 2024 00:01:07 GMT

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