Senior Undergraduate Programs Assistant

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr7)

Job Title
Senior Undergraduate Programs Assistant

Department
Administrative Support | BIE Advising and Work Learn_TA | Vancouver School of Economics

Compensation Range
$4,460.00 - $4,686.00 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

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
Responsible for a variety of complex tasks in connection with the administrative functions of the Economics undergraduate programs (Major/Minor/Honours/Combined Majors). Facilitates and processes all aspects of admissions to the Undergraduate Programs. Acts as the timetable representative for ECON courses. Supports the academic success, development, and retention of approximately 1000 domestic and international undergraduate students. Works collaboratively with the Directors of Undergraduate Studies and Undergraduate Programs Assistant. Provides administrative support to the Directors of Undergraduate Studies, Honours Advisor and other faculty advisors.
Organizational Status
The incumbent reports to the Undergraduate Programs Manager. The incumbent works independently, with full initiative and considerable autonomy, receiving minimal direction and guidance from the Directors of Undergraduate Studies, Honours Advisor and Undergraduate Programs Manager. Works collaboratively with the Articulation Advisor and Academic Integrity Advisor. Liaises with VSE Faculty, staff, students and other units within the University and the external community.
Work Performed

Admissions

-Processes admissions applications and documents. Interprets transcripts and grading scales from other institutions. Coordinates all Economics Majors, Combined Majors and Honours admission offers and refusals. Assigns applicable program of study to successful applicants. Processes re-evaluation if necessary.

-Provides recommendations and advises on applicants' qualifications and eligibility for admission. Reviews individual circumstances and provides guidance and information pertaining to inquiries from students, Faculty and Arts advisors.

-Participates in development and implementation of recruitment and admissions strategies.

-Represents the VSE at recruiting events. Participates in advising and orientation events. Provides information to the BC Colleges for transfer students, in conjunction with the Directors of Undergraduate Studies.

-Prepares annual statistical report on the admissions for the Honours, Majors, Combined Majors and Minor programs.

Course Scheduling

-Acts as the Timetable Representative for undergraduate economics courses.

-Implements scheduling for all ECON undergraduate, cross-listed, CAP, special programs, and online courses (160+ sections per year). Schedules labs and discussion sections.

-Coordinates and maintains the Economics course scheduling spreadsheets to be correct and up-to-date. Organizes annual course scheduling meetings.

-Serves as the main liaison with Scheduling Services and other units on scheduling related matters, using a high level of initiative and judgement to resolve complex scheduling issues.

-Adjusts course seat releases, standard timetables, and enrollment cap as required. Coordinates and processes restricted specializations.

Student Services and Advising

-Facilitates the organization and undergrad advising functions of the Majors, Combined Majors and Honours programs at the VSE. Assisting faculty, students, other institutions, organizations and the general public by providing information, interpreting University policies and procedures with respect to VSE programs and courses.

-Corresponds with students regularly through email, telephone; in-person and virtual meetings. Provides guidance on course registration, program requirements, admission, promotion and continuation, misconduct, and career opportunities, etc. Recognizes students’ concerns either personal or academic, provides general guidance, and connects them with support services as needed.

- Assists the Directors of Undergraduate Studies and Communications Manager in the creation of student communication and outreach materials.

- Attends student recruitment and information events on behalf of the VSE, and shares information about VSE programs.

-Facilitates appropriate resolution of disputes between faculty and students, and refers complex cases to the Directors of Undergraduate Studies.

-Prepares awards and scholarships recommendations for the Directors of Undergraduate Studies and the Honours Advisor.

-Monitors the Minor in Economics program. Reviews and verifies graduation for students doing the Minor. Provides guidance to Minor students from various faculties and degree programs at UBC.

-Identifies potential calendar changes to the Undergraduate Curriculum. Prepares curriculum change forms as needed for Directors of Undergraduate Studies.

-Maintains the website information related to the Undergrad Program, suggests revisions, writes and updates program documentation, and ensures information is kept up-to-date.

-Supervises and directs applicable tasks to the Undergraduate Programs Assistant.

-Liaises with the Vancouver School of Economics Undergraduate Society.

-Maintains the procedures manual for this position.

-Performs other related tasks as required.

Consequence of Error/Judgement

Incumbent must have thorough knowledge of VSE and UBC policies and procedures. Misinterpretation of the University, Faculty and VSE policies could cause students serious difficulty in attaining their educational objectives. Policies and procedures must be applied fairly and consistently. The ability to exercise tact, diplomacy and confidentiality are required at all times. Errors in decision making have a serious negative effect on the VSE's ability to carry out its program and service responsibilities. Poor performance in this position would contribute to inefficient operation and low quality service, which would affect the reputation and credibility of the VSE, Faculties and the University, in turn negatively affecting the recruitment and retention of students.

The position handles confidential, personal, and sensitive student information. A breach of confidentiality can create liabilities for UBC concerning its duties under the Freedom of Information and Protection of Privacy Act, causing irreparable damage and discouraging qualified applicants from attending UBC’s VSE program.
Supervision Received
Works independently under the general direction of the Directors of Undergraduate Studies, Honours Advisor and other VSE Faculty Advisors. Reports to the Undergraduate Programs Manager in the Vancouver School of Economics.

Supervision Given

Trains and gives general direction to the Undergraduate Programs Assistant and Receptionist regarding undergraduate policies, procedures and course information. Assigns specific work duties to the Undergraduate Programs Assistant ensuring accuracy and overall quality is maintained in regards to the VSE Undergrad Programs.

Explains work procedures to new or inexperienced staff and faculty regarding VSE Undergraduate policies.
Minimum Qualifications
High School graduation, plus one 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 and knowledge of UBC academic systems an asset. The position requires a high level of independence, initiative and the ability to assess and implement the work required. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently. The position requires a person capable of interpreting the position responsibilities and carrying them out with minimal direct supervision. There are a variety of job tasks requiring ongoing prioritization. Accuracy, attention to detail and consistency are crucial. High work volume requires ongoing prioritization and the ability to deal proactively with potential problems. Student facing roles require the ability to identify the relevant School, Faculty, and University policies, and communicate them in a clear and professional manner in both oral and written form. The position requires initiative and independent effort and thought. Tact, diplomacy and confidentiality are required at all times.