Snr. Education Program & Administrative Asst

Updated: 3 months ago
Job Type: FullTime

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title
Snr. Education Program & Administrative Asst

Administrative Support | School of Audiology and Speech Sciences | Faculty of Medicine

Compensation Range
$4,601.00 - $4,953.00 CAD Monthly

Posting End Date
April 4, 2024

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

Job End Date

Apr 10, 2024

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. 

The School of Audiology and Speech Sciences (SASS) offers the only programs in BC for the education of entry-to-practice Audiologists (AUDI) and Speech-Language Pathologists (SLP). The School offers a Master of Science degree and a Doctor of Philosophy degree. Through rigorous scholarly activity, high standards of instruction and creative opportunities for learning, the Master of Science in Audiology and Speech Sciences provides a strong foundation that supports the current and future practice of the professions. Through its active research programs, the School plays a leading role in advancing knowledge of human communication and related disciplines, and in the translation of novel research outcomes into best practices in many areas of SLP and audiology. Beginning September 2024, the UBC MSc SLP program is expected to become fully distributed, with two student cohorts, one in Vancouver and the other in Victoria, the Island cohort. Students from both sites will be UBC students, but the MSc SLP Island cohort will also be affiliated with UVic. The distributed program will be delivered using video-conferencing technology that allows instructors and students to interact in real-time at multiple locations. At both the Vancouver and Victoria sites, all MSc SLP students will complete the same curriculum at the same time.

Job Description Summary

The SASS Education Program and Administrative Assistant is responsible for assisting in the complex coordination of multiple administrative components of the School’s AUDI and SLP Health Education Programs. This includes the following:

  • Providing Program administrative support for the delivery of the MSc AUDI and SLP programs including Admissions, MSc Program scheduling and timetabling, course and exam scheduling and room bookings
  • Providing health program administrative support to the Manager Administration; the EA to the Director, MSc Program Director & Graduate Student Programs Manager 
  • Negotiation and preparation of teaching contracts and appointments for Sessional Instructors and entering appointments in Workday
  • Processing student teaching/research appointments in Workday
  • Assisting in reviewing and processing finance transactions in Workday
  • Scheduling clients for the AUDI and SLP in-house Clinics

This position has the option of a hybrid work arrangement after the designated probation period. Weekly onsite presence at the Vancouver Point Grey campus will be expected.

Organizational Status

This position will report the Manager, Administration with supervision provided by the Executive Assistant (EA) to the Director.  Direction will also be provided by the MSc Program Director and the Graduate Student Programs Manager and other senior team members.

Work Performed

MSc Program Support

  • Works with the MSc Program Director, the Victoria Academic Site Lead, and the EA to the Director to plan and disseminate the term-by-term roll out of the AUDI and SLP programs.
  • Works with the EA to the Director to provide support to the Director and coverage as needed.  This includes drafting correspondence, updating manuals and web sites are up to date containing admission requirements and student application procedures.
  • Coordinates work processes and establishes work schedules and priorities and resolving complex issues in consultation of Administration Staff.
  • Reviews admission applications for both AUDI & SLP programs and follows up on missing documentation and liaises with Graduate Student Programs Manager and Admission Committee.
  • Confirms course offerings and develops comprehensive timetables and final exam schedules; books physical classrooms and lab spaces at both the Vancouver and Victoria sites; books Video Conferencing spaces with UBC Digital Solutions for the SLP distributed program located in Vancouver and Victoria. Liaise with Victoria site staff as needed for both scheduled classes and exams.
  • Communicates information to instructors, faculty and Dean’s Office
  • Enters teaching assignments into Workday and Scientia.
  • Liaises with the MSc Program Director and UBC Bookstore to ensure required textbook orders are filled in advance of all courses.
  • Acts as the liaison with the office responsible for Student Evaluations of Teaching (SEoT) to ensure Student Experience of Instruction surveys are correctly scheduled for all courses.
  • Updates the SASS MSc student handbook annually so that it reflects all relevant UBC, Faculty of Medicine, Faculty of Graduate and Postdoctoral Studies, and School policies, and distributed site information.
  • Works with MSc Program Director, the UBC Centre for Accessibility (CfA) and the Operations Facility Manager to ensure student accommodations requests are addressed for all classes, while respecting student privacy.
  • As directed by the EA to the Director, prepares and distributes Qualtrics surveys for program planning, committee work, and special projects. Compiles summary reports of these surveys as needed utilizing statistics and other course and program data.
  • Provides day-of support to volunteers, course coordinators, Graduate Student Programs Manager and MSc Program Director including catering, preparing materials, etc. This includes the delivery of program events such as Orientation week, Student Recruitment events and Graduation.
  • Provides administrative support to School standing and ad hoc committees related to SASS Programs. Support includes scheduling meetings, working with committee chairs to prepare agendas, taking and distributing accurate minutes and other printed and digital materials, following-up on action items and supporting committee members in related activities. 
  • Monitors the general inquiries email, responds or redirects as needed to the appropriate lead.
  • Schedules AUDI and SLP patients in the School’s in-house clinics.
  • Ensures confidentiality is maintained around student and patient information and instructor performance and that all private data is collected and stored in alignment with UBC policies.
  • Performs other duties assigned related to the position.

HR Administration

  • Assists the Manager, Administration in reviewing, preparing, distributing, receiving and processing teaching contracts, appointments, reappointments, resignations and leaves of absence, honorariums and other related business processes and paperwork for GTAs, Sessional Instructors and Adjunct appointments.
  • Coordinates with the Manager, Administration to enter and process teaching payments and honorariums and reconcile external teaching and sessional lecturer payments.
  • Processes student and research lab staff appointments. This includes liaising with faculty in a streamlined and organized way to collect the relevant information, providing advice and guidance on best practices, posting job requisitions, processing appointments, reappointments, resignations and leaves of absence and other related business processes.
  • Troubleshoots payroll-related issues for Student, Clinical Faculty and Sessional Instructor payments and refers unusual issues to the Manager, Administration. Liaises with UBC Payroll regarding missing/incorrect payments when needed.
  • Ensures HR documentation and backup are filed and stored appropriately on the School’s Team share storage service and in accordance with UBC privacy and data retention policies.

Finance Administration

  • Supports Administration in tracking budget expenditures by maintaining accurate files on instructor payments, catering, and any other incidental costs incurred. Calculates accruals and payment rollovers.
  • Prepares financial transactions in Workday (cash deposits, journal vouchers/accounting adjustments, invoices, expense reports, purchase orders, travel claims and purchasing requisitions) according to University policies and procedures, ensuring proper authorization and appropriate supporting document is provided.
  • Performs accurate and timely data entry of financial documents directly into Workday as required (i.e., reimbursements to students and vendors).
  • Prepares financial reports, reviews ledgers, and monitors budgetary expenditures as requested by Manager, Administration.
  • Responds to all financial enquiries and provides information to faculty and staff on current UBC Finance policies and practices.
  • Assists the Manager, Administration in preparing year-end tasks including accruals and adjustments. May be required to troubleshoot issues; solves problems and refers complex issues,
  • Uses knowledge of UBC policies, Tri-Council policies and accounting practices to make decisions and provide input during preparation and reviewing of documents and policy.
  • Ensures that Finance documentation and backup are filed and stored appropriately on the School’s Team Share storage service and in accordance with UBC privacy and data retention policies.

Consequence of Error/Judgement

Errors in judgment or ineffective communication may lead to inefficiencies in operations or unmet deadlines, and potentially jeopardize the viability of the School’s programs. Breach of confidentially could adversely affect the School’s relationships with faculty, staff or professional organizations.

Supervision Received

This position reports to the Manager, Administration. Direction may be provided from the Executive Assistant to the Director, MSc Program Director and the Graduate Student Programs Manager. The Education Program and Administration Assistant will work independently under broad direction which usually involves frequently changing conditions and priorities.  The incumbent is expected to take initiative, problem solve, determine course of action and then follow through independently resulting in establishing reliable decisions.

Supervision Received

Trains new staff on work procedures requiring expertise of University best practices, policies and procedures.  Oversees and supervises students and new/temporary staff in the daily operations of the School.

Minimum Qualifications
High School graduation, plus a 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

Two years experience with University Administration and Student Systems/Programs including Workday (Student, Finance & HR), Canvas and Scientia.  Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to accurately maintain appointment calendars, and schedule appropriate appointments. Ability to determine the nature and urgency of inquiries and issues, and triage appropriately. Ability to work in a team environment. Ability to work independently with minimal supervision. Ability to perform basic arithmetic. Ability to effectively use the Microsoft suite of applications at an intermediate level. (e.g., Outlook, MS Word, MS Excel, Powerpoint). Ability to analyze problems, identify key information and issues, and effectively resolve problems. Ability to interpret and apply complex policies and regulations. Excellent organizational skills. Ability to gather, record, and organize information. Ability to create and accurately maintain records and filing systems. Ability to take and transcribe accurate meeting minutes. Ability to effectively manage multiple tasks and priorities. Ability to prioritize and work effectively under pressure to meet deadlines.

Ability to communicate effectively verbally and in writing in English. Ability to make thoughtful, informed, and thorough decisions. Uses initiatives, interpretation and or ingenuity to develop, implement and evaluate innovative procedures, practices for the development of policy and procedures. Previous experience in an academic health profession program is preferred. Understanding of a university teaching environment is preferred. Requires interpersonal skills of sensitivity, empathy and ability to secure cooperation and acceptance of decisions when liaising with the University Community and Public.

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