office coordinator

Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr7) Job Title Program Assistant Department Administrative Management | Department of Cellular and Physiological Sciences | Faculty of Medicine Compensation Range $4,594.00 - $4,827.00 CAD Monthly Posting End Date May 24, 2024 Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above. Job End Date May 24, 2025 Job Summary The Program Assistant is responsible for the day-to-day administrative and operational support of the undergraduate programs within the Department of Biochemistry & Molecular Biology (BMB). This position works to ensure that all phases of the programs match or exceed faculty and Department expectations. The position plays a supporting role to ensure the smooth delivery of BMB programs. The main functions include providing support to all teaching faculty, help organize teaching activities, logistics related to graduating classes and other academic sessions.

Other duties include supporting undergraduate advisors in the recruitment process prior to the beginning of any academic year, processing program-related expenses, providing support to the Chairs of the Teaching Committees. This position requires knowledge of undergraduate programs offered by the Department. The incumbent liaises with the Dean of Science Office, Enrolment Services and other student bodies at the university and must use knowledge, discretion, tact, and judgment when dealing with all requests and concerns.
Organizational Status
The Program Assistant receives direction from the Program Manager on day-to-day responsibilities and works closely with the Teaching Faculty members, Teaching Committees, Undergraduate Student Advisors, and reports directly to the Director of Administration.

Work Performed

• Assists Undergraduate Program Advisors and designated faculty with maintaining information related to Undergraduate Programs on the departmental web site; posts information for students on CANVAS and other upgraded sites; updates information on SISC relating to seat numbers, instructor’s names, class size and course location information; assists with course scheduling and timetabling.
• Coordinates all aspects of undergraduate program admissions, including the selection process and bringing cases requiring special adjudication to an admissions committee for determination.
• Coordinates and explains the admissions appeal process.
• Implements procedures to control admission and restrict enrollment to upper-level courses.
• Ensures student compliance with prerequisites and continuation requirements by performing duties such as tracking the progress of students, identifying problems, and bringing cases of failure to meet requirements to a committee for resolution.
• 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.
• Performs administrative duties such as composing complex correspondence and reports, preparing student files, overseeing storage, retrieval, and destruction of archival materials, and developing and maintaining promotional material for the program.
• Attends all Teaching Committee meetings and takes minutes.
• Assists with student registrations for all years; handles all basic questions related to programs offered by the Department.
• Creates and processes waitlists for various courses in consultation with the faculty member responsible for years 2-4 of the BMB programs, and the Course Chairs.
• Compiles data for students in 4th year who are unable to register into BIOC courses required for graduation and works closely with the faculty member overseeing Year 4.
• Processes requests to enter into Hons BIOC specializations. Switch student via SISC/Workday for cases meeting all criteria. For combined Hons specializations, consults with Chemistry Department. At the end of each winter term, compiles and provides data to Honours Program Coordinator, on Honours students to assess progression.
• Assists teaching faculty and Course Coordinators with general course work.
• At the request of Course Coordinators, registers and deregisters students, handles room bookings, generates class lists as required. Handles all correspondence related to undergraduate programs, responsible for assembling and copying lab manuals for distribution.
• Assists the Program Manager in the Teaching Assistant (TA) hiring process including drafting offer letters and processing their appointments on Workday.
• With direction from the Program Manager; helps recruit invigilators and markers during exam periods.
• Administers and maintains TA evaluations for the Department.
• Ensuring hourly paid students have submitted their hours in a timely manner in Workday, and entering for those who may have missed the payroll deadline.
• Assembles and copies exams. Enters grades on Faculty Service Centre (FSC) as requested by course chairs; coordinates student viewing of final exams, and initiating change of grade forms upon request. Posts mid-term marks on CANVAS for various BMB courses. Uses the Scantron scanner to scan exam sheets and provides the final marks and reports as requested by Course Coordinators.
• Responds to a variety of written, e-mail and oral inquiries of an interpretive nature requiring a thorough knowledge of the undergraduate program and University policies and procedures. The position provides assistance to students with their inquiries.
• Assists faculty in compiling data and developing poster for “Beyond First Year” event.
• Organizes departmental undergraduate social functions including the September Welcome/Orientation Session and the graduation reception.
• Assists with Graduation adjudication and running program checks for students planning to graduate. Liaises with the Dean of Science Office to ensure student graduating criteria is met.
• Liaises with the 4th year graduating class and Artona Studios on having photographs ready for a composite. Works directly with Artona Studios to ensure that the final composite is delivered for graduation reception.
• Processes Undergraduate Student Award Recommendation forms and submits to Awards Office in time for graduation. Sends out Award plaques for engraving and ensures they are ready to be awarded at the graduating class reception.
• Assists the Chair of the Teaching Committees to coordinate Teaching Committee Awards, and provide all other administrative support as requested.
• Assists Research and Administrative Support Staff member with BMB seminars. Works with the faculty coordinators of the Seminar Program.
• Provides back up support for sorting and routing mail/faxes/courier packages and processing outgoing mail and courier packages.
• Provides administrative assistance and back up support to Admin Team during vacations and absences.
• Performs other related duties as necessary.

Consequence of Error/Judgement
This position is an important one in which accuracy, decision making, and judgment are relied upon by the Undergraduate Program Advisors, the Teaching Committee Chairs, the Department Head, and the Director of Administration. The impact of an error in transaction documentation could result in additional work and/or substantial monetary financial loss to the Department. Frequent interaction with other internal colleagues and students requires excellent communication skills and tact to avoid negative impact on the Undergraduate Programs and University image.
Supervision Received
The incumbent works independently with minimal supervision in performance of the job. Overall supervision is received from the Director of Administration. Work direction is received from the Chair of the Teaching Committee, Undergraduate Program Advisors, and Course Coordinators. General direction is received from teaching faculty for specific tasks they request. The incumbent is expected to take initiative to plan and complete recurring assignments, which require ongoing prioritization, independently.

Supervision Given
The incumbent has no supervisory responsibilities but is expected to help train new staff on work procedures.

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.

Preferred Qualifications

• Experience in an educational environment, preferably at UBC preferred.
• Excellent knowledge of office procedures and practices with proven ability to meet changing priorities, work to deadlines, and make responsible decisions while maintaining high levels of customer service.
• Excellent communication, interpersonal, organizational, planning, coordination, prioritization, communication and follow-up skills, ability to compose clear and precise business letters.
• Skilled listener, patient with the ability to function as an integral part of a senior team.
• Self-directed with the ability to establish objectives and priorities.
• Ability to effectively use MS Outlook, Word and Excel at an intermediate level, and ability to learn new software.
• Previous experience and strong knowledge in SISC, CANVAS and Scientia.
• Good knowledge of university policies and procedures.
• Ability to work both independently and as a member of a team.
• Ability to work under pressure and meet deadlines.
• Ability to type 60 words per minute and to operate normal range of office equipment.
• Previous experience using Workday considered a major asset.