Sr. Program Assistant

Staff - Union

Job Category
CUPE 2950

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

Job Title
Sr. Program Assistant

Department
Curriculum Management | Administration | Faculty of Dentistry

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

Posting End Date
January 18, 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

Coordinates the third year DMD Undergraduate Program. Works in consultation with the Year 1, 2 and 4 Program Assistants, the Manager, Curriculum and the Manager, Student Academic Services as well as Student Services staff. Performs a wide variety of administrative activities in support of the faculty including; the Module Coordinators and Associate Dean in the 3rd year DMD Curriculum.
Organizational Status

Reports to the Manager of Curriculum, and the Manager, Student Academic Services. Liaises with the Associate Dean, Academic, Associate Dean, Clinical Affairs and Managers on clinic, academic or curriculum issues.
Work Performed

A. STUDENTS
- Responsible for coordinating and maintaining evaluations where grades are recorded and processed for all third year dental students.

- Compiles and designs grades spreadsheets for presentation to the Academic Progress Committee following completion of each term.
- Develops protocols to ensure that grades are recorded and reported accurately.

- Coordinates submission of grades with module coordinators, compiles grades submitted and ensures calculation of grades is in compliance with the syllabi.
- Ensures student grades are completed and submitted to the Manager of Student Academic Services for use in creating promotion records and award designations.
- Coordinates with the Assistant Manager of Student Services to support Year 3 Orientation. 
B. SCHEDULING, DATABASES & CURRICULUM PLANNING
- Provides day-to-day coordination of the third year DMD program.
- Administers the work flow of the third year DMD program by coordinating and establishing work schedules and priorities, and resolving complex issues.
- Coordinates the DENT 430 course by performing duties such as confirming module offerings, developing module timetables, making arrangements for examinations, and relaying information to instructors and students.
- Provides input into, develops and implements administrative procedures
- Performs financial duties such as processing faculty and contractor payments.
- Compiles reports utilizing statistics and other course and program data.
- Drafts correspondence, updates manuals, prepares minutes, and ensures that intranet and websites are up-to-date.

- Recruits and coordinates exam invigilators.
- Coordinates conferences, workshops, and meetings.
- Coordinates the development of third year weekly timetables and posting on the Faculty’s scheduling system OSCAR for all third year students and faculty.
- Coordinates third year rotations, both on-site and at satellite clinics.
- Collaborates with the other program assistants to ensure there are no teaching or learning scheduling conflicts.
- Maintains central curriculum records for the third year of the DMD program on the Faculty’s secure Drive.
- Consults with Faculty to determine what handouts, manuals and associated course support and teaching materials are required, ensures updates are incorporated annually and materials are available as needed and arranges the posting and distribution of curriculum materials.
- Supports small group learning case reviews by collecting, compiling and distributing document edits from case writers as needed.
- Responsible for WDC entry and reserves class and seminar rooms in liaison with the Year 1, 2 and 4 Program Assistants. Ensures facilities are open (unlocked and room set-up as required).
- Ensures notifications of changes are sent to the third year class regarding course information, timetables, and room scheduling. Arranges and orders equipment as necessary.
- Compiles and updates information for Year 3 student and tutor manuals. Assists the Year 3 Module Coordinators as needed.
- Coordinates ordering of textbooks and library reserves for the year 3 dental program.
- Updates and maintains current curriculum database for third year and produces custom and ad hoc reports as required.
- Assists with the creation and delivery of course and teaching evaluations related to the year 3 Dentistry curriculum in support of the manager as required.
C. ADMINISTRATIVE ACTIVITIES
- Acts as recording secretary for Faculty meetings as required. Takes, transcribes, edits and distributes minutes. Arranges room bookings for meetings.
- Acts as liaison between course coordinators and technical staff for lab and classroom set up.
- Coordinates presentation material/compilation of information/formatting of a wide variety of materials.
- Enters and manipulates data on the university room-booking system and on the Faculty’s curriculum database.
- Provides backup support for the Year 4 DMD Program Assistant.

- Performs other related duties as necessary in keeping with the qualification and requirements of the job.
Consequence of Error/Judgment
The incumbent is responsible for the day-to-day administration of Year 3 of the DMD program. It is critical that student records are dealt with conscientiously and confidentially, and that students are given accurate information regarding their program, since mistakes can have a significant negative long-term impact.
Errors related to the coordination and supply of course material could affect the curriculum timeline and student progress. Errors in accuracy would reflect negatively on the Dean, the Faculty and the University.
Supervision Received

Duties are performed independently as required under limited supervision from the Managers of Curriculum and Student Academic Services.

Work is performed within authorized prescribed limits and/or an approved plan. Exercises independent judgment in selecting and interpreting information, and reconciling deviations from standard methods. Job tasks are governed generally by broad instructions, objectives, and policies, usually involving frequently changing conditions and priorities. Assigned tasks make it necessary to determine what data and quality of data are required to make reliable decisions.
Supervision Given
Trains and supervises work learn students.
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, plus two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

Knowledge of University and Faculty student-related policies and procedures an asset. Familiarly with UBC systems CANVAS and/or Workday/SISC is an asset. Effective oral and written communication, interpersonal and organizational skills. Ability to use word processing, spreadsheet, database, presentation and Internet applications at an intermediate level. Ability to prioritize work and to meet deadlines. Ability to exercise tact and discretion. Ability to maintain accuracy and attention to detail. Ability to take and transcribe minutes. Ability to compose correspondence using clear, concise business English. Ability to work effectively both independently and within a team environment. Ability to work outside of normal office hours as required.