Undergraduate Program Assistant

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr6)

Job Title
Undergraduate Program Assistant

Department
Administrative Support | Department of Political Science

Compensation Range
$4,449.00 - $4,676.00 CAD Monthly

Posting End Date
May 28, 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 Political Science undergraduate student program including providing information to students on program and University policies and procedures and course issues. The position also provides support to the Undergraduate Program Director, Undergraduate Advisor and the Administrative Manager.

Organizational Status
The Undergraduate Program Assistant works along with, and under the general direction of the Undergraduate Program Director, the Undergraduate Advisor and the Department Head; he or she reports directly to the Administrative Manager. Liaises with Arts Advising Office, Enrolment Services, Faculty of Arts Dean’s Office, Arts ISIT, the Arts Service Centre and other UBC administrative units.

Work Performed

- Assists the Undergraduate Program Director and Undergraduate Advisor with the Honours and Majors admissions process by coordinating all aspects of admissions, including the selection process and bringing cases requiring special adjudication to an admissions committee for determination;

-Creates undergraduate applicant files, obtains transcripts, checks for requirements, and prepares letters of acceptance/rejection and conditional offers at the direction of the Undergraduate Advisor; maintains files until students have graduated;

- Provides information to prospective Honours and Major students in Political Science and Joint Majors POLI/ECON and POLI/PHIL students on application procedures, admission requirements, course availability, deadlines, etc.;

- Responsible for coordinating and explaining the admissions appeal process;

-Assists with undergraduate student programming and events under direction from the Undergraduate Advisor, such as room booking, catering support, printing materials etc.;

- Prepares statistics for the Honours, Majors and Joint Majors programs admitted to the program for the Undergraduate Program Director and Advisor; maintains the email list for undergraduate students accepted into the programs;
- Assists students with their registration and provides guidance on course changes, withdrawals, late registration, and the review of assigned standing process; processes add/force forms on SISC and Work Day upon approval of instructors;
 

- Implements scheduling for all undergraduate courses—including cross-listed courses, discussion groups, distance education, and directed studies courses—using Work Day, Scientia and the WDC. Adjusts course seat releases as required;

- Assigns classrooms using initiative and judgement to resolve: potential future problems concerning classroom suitability for diverse instructor and course requirements; issues affecting mobility-impaired instructors; and issues involving complex teaching schedules that require ingenuity in resolving;

- Monitors waiting lists for classes, removing ineligible students and registering students according to priority and according to different Faculty program requirements;

- Coordinates exam schedules for all undergraduate Political Science classes each term, acting as a liaison between faculty and Enrollment Services to ensure a seamless exam process;

- Assists in assigning exam invigilation duties to instructors and teaching assistants; books room, obtains exams from instructors, and invigilates exams for students where alternate arrangements are necessary due to illness or other factors;

- Acts as contact person for Arts ISIT/CTLT evaluation of courses, checking and correcting evaluation lists for each academic session/term using the Student Evaluation of Instruction website to ensure that all faculty have their courses properly reviewed;

- Coordinates databases and assists in the management and maintenance of instructional technologies such as Canvas (eg. assigns access rights for instructors);

- Responds to student inquiries (in person, email and telephone) about courses and answers highly complex questions about registration, wait lists, timetables and examinations from students in Faculties across the University, each with unique degree requirements;

- Makes adjustments and notes on Degree Navigator and Work Day Student when departmental concessions/course substitutions are recommended by the Undergraduate Advisor;

- Advises undergraduate students on progress towards their program and deficiencies in requirements and confirms undergraduate students' graduation eligibility with Faculty Advising Offices; identifies problems and brings the cases of failure to meet requirements to senior leadership for resolution;

- Assists with calculation of student GPA for the Awards and Scholarships Meeting; assists the Undergraduate Awards Committee in identifying qualifying students for awards and prepares and submits award recommendation letters;

- Supports faculty in the handling of student misconduct cases by providing guidelines, ensuring secure handling and storage of relevant documents;

- Maintains files for course outlines, change of mark forms, add/drop forms, etc.;

-Assists in the appointment of student positions, including coordinating with faculty members, ensuring that all pre-hiring requirements including all mandatory trainings are met and assists with onboarding and departure processes; interfaces with Work Day to process all appointments;

-Acts as receptionist; responds to telephone, email and in-person inquiries of an interpretive nature based upon knowledge of the programs and department and University policies and procedures. Processes incoming and outgoing mail, faxes; handles courier service requests.

-Acts as back-up to Graduate and Administrative Assistant for administrative and reception duties.

-Performs other related duties as required.

Consequence of Error/Judgement
Errors could result in significant reputation losses. A high level of security and confidentiality is required in all student services transactions. Failure to maintain student files could result in a student being refused for admission and other consequences. Incorrect information provided to other departments and the general public would reflect poorly on the department. Work must be accurate and individual must be able to identify existing and potential problems. Exercises judgement in determining which problems should be resolved independently and which problems need to be communicated to the Undergraduate Advisor and Administrative Manager.

Supervision Received
Works independently under general supervision and is expected to set goals and organize work to accomplish priorities. Receives detailed instructions on the assignment of new duties and unusual problems. The incumbent is expected to take initiative, problem solve, determine course of action and follow through independently only referring unusual issues to the Administrative Manager or the Undergraduate Advisor for clarification.

Supervision Given
Not required to supervise; may explain work procedures to new or inexperienced staff.

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

Computer experience required at an intermediate level (MS Suite preferred). Knowledge of university systems and procedures relating to finance, undergraduate programs and course scheduling preferred. Ability to communicate effectively verbally and in writing using clear and concise business English. Ability to prioritize work, multi-task and work effectively under pressure to meet deadlines. Ability to exercise tact and discretion when handling sensitive and/or confidential matters. Ability to work effectively independently and in a team environment. Ability to analyze problems, identify key information and issues, and effectively resolve. Possess the initiative and judgement to know when to seek clarification and guidance when resolving problems. Ability to operate job-related equipment (e.g., multi-line phone, fax machine, photocopier). Ability to analyze and interpret data, determine implications, and provide recommendations particularly when dealing with missing or incomplete data. Education with training in office procedures and practices.