Undergraduate Program Assistant

Staff - Union

Job Category
CUPE 2950

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

Job Title
Undergraduate Program Assistant

Department
Administrative Support | Department of Psychology

Compensation Range
$4,460.00 - $4,686.00 CAD Monthly

Posting End Date
April 6, 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

The Undergraduate Program Assistant provides advising and complex information to both prospective students and current Psychology undergraduates, as well as management support to all aspects of the undergraduate program in the Department of Psychology.  The department has the largest course enrollment in the Faculty of Arts, with more the 3600 students majoring in Psychology. The Undergraduate Program Assistant is a student-facing position, involved with the coordination and delivery of all courses in the Psychology Undergraduate Program.

Organizational Status
Reports to the Director, Administration with direct supervision from the Associate Director, Undergraduate Program.  The Undergraduate Program Assistant also works closely with faculty, staff, postdoctoral fellows, and teaching assistants, and liaises with Arts Advising, Enrolment Services and other on-campus student support service units.
Work Performed

• Provides front-line assistance to undergraduate students; responds to inquiries in person and through email.
• Advises current undergraduate students on complex queries concerning degree and promotion/advancement requirements.
• Interprets and advises undergraduate students on official Calendar policy, procedures and regulations.
• Interprets complex inquiries to provide information and guidance to current and prospective students regarding routine and non-routine admission requirements, college transfers, appeal procedures, registration, course changes and other related academic policies and procedures.
• Functions as the first point of appeal for students who are not able to register.
• Provides direction and advice to students regarding course availability, schedules and eligibility.
• Determines students' eligibility for course registration and notifies students of the reason(s) for refusal.
• Maintains and updates student files and records.
• Assessment management of psychology courses including the full life cycle of midterms and exams; ensuring all assessments are completed in a timely manner.
• Assists in the handling of student misconduct cases by performing duties such as coordinating and scheduling appointments for instructors to meet with students, taking notes, preparing case files, ensuring secure handling and storage of relevant documents, and maintaining database for case progression and resolution
• Prepares appointment notices for teaching assistants, markers, and research assistants
• Determines teaching assistant requirements for exam invigilation duties, assigns them to courses,
  coordinates their schedules, and ensures sufficient coverage
• Assists with the scheduling of lectures, labs, and tutorials, and books classroom and lab space
• Prepares student services related forms and monitors their progression through to completion.
• Processes course waivers and transfer credits.
• Reviews and evaluates student records for graduation.
• Provides administrative support to Course Coordinators
• Assists with summer programming including Vancouver Summer Program (VSP), coordinating schedules and activities and assembling course materials.
• Assists in preparing and leading academic events including orientations, information sessions and graduation.
• Performs other related duties to the qualifications and requirements of the job.

Consequence of Error/Judgement

This position requires a thorough knowledge of office procedures, regulations, software and technology. Uses initiative, interpretation, and/or ingenuity to identify potential or actual problems, investigate causes, and resolve problems. Frequently resolves moderately complex problems, and occasionally resolves complex problems, requiring interpretation of UBC and department policies and practices.

Errors in work may impact the student experience as well as the success of the program. Attention to detail is vital in this position as errors in judgment may result in damage to the reputation of the University and the Psychology department.

Supervision Received
Works independently with general direction from the Associate Director, Undergraduate Program.  Work is reviewed in terms of achievement and effectiveness of the undergraduate program.
Supervision Given
Trains new staff on work procedures related to the undergraduate program, and oversees work of up to five student employees (academic assistant, course coordinator and WorkLearn student employees). 
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

Ability to effectively use Word, Excel, Outlook, and databases at an intermediate level.  Prior experience working in an academic unit and in a student-facing role preferred. Familiarity with the UBC Psychology undergraduate program is an asset. Ability to learn new technology. Ability to identify and correct missing and incomplete data. High attention to detail, organized with excellent communication and planning skills. Ability to work under pressure and manage a number of projects concurrently. Effective diplomatic and interpersonal skills; highly effective communication in group situations. Ability to understand and apply policies, procedures, and instructions. Ability to analyze and redesign workflow/business processes to make them more efficient and effective. Ability to listen actively and attentively, and obtain clarification as required. Ability to approach interactions with an awareness of sensitive issues. Ability to exercise tact and discretion. Ability to develop and maintain cooperative and productive working relationships. Ability to prepare complete, concise, and understandable documentation. Ability to respond appropriately to inquiries in person and in writing, and make appropriate referrals. Ability to anticipate problems and issues and plan ahead.