Senior Program Assistant

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

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
Coordinates the Dental Hygiene Degree Program (DHDP) by compiling information necessary for the development of timetables, registration, schedules and tracking student academic progress. Supports the Directors of Community Engagement, and Diversity Equity and Inclusion. The incumbent will have a thorough knowledge of the policies and procedures of the University and the Faculty of Dentistry and will ensure the timely delivery of programming. The incumbent will be expected to exercise considerable judgment and demonstrate tact and discretion within established Faculty and UBC guidelines and regulations. Performs a wide variety of administrative activities to support Academic Affairs in consultation with the Manager, Student Academic Services and Manager, Curriculum. This is responsible for dealing with sensitive and confidential and issues as well as exercising judgment and tact when dealing with many situations.
Organizational Status
Reports to the Manager of Curriculum, and the Manager, Student Academic Services. Liaises with the Associate Dean, Academic, and DHDP, DEI, and Community Directors.
Work Performed
A. STUDENTS

- Provides student-centered support to current students by providing information, interpreting University policies and procedures and understanding the specific situation in order to provide customized information.

- Effectively uses UBC systems to interpret information and requirements, in order to provide accurate information to students. Updates information in systems in order to maintain accurate student records.

- Responsible for coordinating and maintaining evaluations where grades are recorded and processed for all DHDP 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.

- Ensuring that students have completed all requirements for their program and prepares student progress materials for Student Academic Services meetings.
- Coordinates submission of grades with module coordinators, compiles grades submitted and ensures calculation of grades in 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 Manager of Student Services to support Orientation.
B. SCHEDULING, DATABASES & CURRICULUM PLANNING

- Provides day-to-day coordination of DHDP.

- Provides input into, develops and implements administrative procedures.

- Administers the workflow of DHDP by coordinating and establishing work schedules and priorities, and resolving complex issues.

- Coordinates the DHYG courses by performing duties such as confirming module offerings, developing course timetables, making arrangements for examinations, and relaying information to instructors and students.

- Recruits and coordinates exam invigilators

- Collaborates with the other program assistants to ensure there are no teaching or learning scheduling conflicts.

- Works with course coordinators to transfer past content and post new content to Canvas course shells as directed by faculty.

- Consults with faculty to determine handouts, manuals, and associated course support and teaching materials are required, and ensures updates are incorporated and materials are available as needed.

- Coordinates rotations, both on-site and at satellite clinics.

- Enters and manipulates data on the university room-booking system and on the Faculty's curriculum database.

- Responsible for WDC entry and reserves class and seminar rooms in liaison with DHDP and DMD Program Assistants. Ensures facilities are open (unlocked and room set-up as required).

- Ensures notifications of changes are sent to the class regarding course information, timetables, and room scheduling.

- Coordinates ordering of textbooks and library reserves for DHDP.

- Updates and maintains current curriculum database for DHDP and produces custom and ad hoc reports as required.
- Assists with the creation and delivery of course and teaching evaluations related to the DHDP curriculum in support of the manager as required.

C. ADMINISTRATIVE ACTIVITIES

- Assists the Manager, Student Academic Services and Manager of Curriculum with projects and performs other related duties.

- Maintain confidentiality of student data according to established policies and protocols.

- Acts as recording secretary for Faculty meetings as required. Takes, transcribes, edits and distributes minutes. Arranges room bookings for meetings.

- 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.

- Compiles and creates reports as necessary. Acts as a resource for the program and answers program related questions.

- Investigates complex inquiries to the point of resolution, escalating the most complex issues for which no formal policy, procedure or precedent exists.

- Assists Curriculum Manager in coordinating program accreditation processes, including coordinating on-site visits and reviews, compiling data for reporting and providing documentation, surveys, and assessments as needed.
- Coordinates workshops, and meetings.
- Coordinates presentation material, compilation of information, and the formatting of a wide variety of materials.

- Coordinates Student Placement Agreements and/or Memorandums of Understanding for community activities.

- Receives and coordinates HSP placement information from partners and students.

- Assists in downloading documents/reports of community activities in DH, DHD and Grad programs.

- Ensures students have access to systems, privileges and facilities as required for their clinical activity.

- Provides backup support to DH and Academic Affairs Senior Program Assistants.
Consequence of Error/Judgement
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. Poor judgment, errors in preparing documents, or inappropriate management of confidential information could have an adverse effect on the Faculty.
Supervision Received
Duties are performed independently as required under limited supervision from the Managers of Curriculum and Student Academic Services.
Supervision Given
May delegate work to temporary staff or work study students.
Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

Experience working in a post secondary program is required. A thorough knowledge of post-secondary policies and procedures.  Effective organizational, oral and written communication, interpersonal and organizational skills.
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 multi-task, prioritize and work effectively under pressure to meet critical deadlines. Ability to maintain accuracy and have a high level of attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to work effectively independently and in a team environment. Proficiency with office software applications (MS Word, Excel, PowerPoint, Outlook) as well as Scientia, Canvas and Workday. Knowledge of UBC administrative systems is preferred. Demonstrated superior and professional written and oral communication, interpersonal skills and organizational skills. Ability to communicate in a clear, attentive, and polite manner, developing relationships and exercising tact, diplomacy and discretion. Goal oriented, very organized and able to manage time and competing priorities effectively. High level of personal integrity. Effective problem solving, analytical and organizational skills. Uses initiative, interpretation, and/or ingenuity to develop, implement, and evaluate innovative procedures, practices, standards, specifications, services, or projects. Ability to work effectively in a dynamic, demanding and distributed educational environment. Excellent professional judgment. Strong interpersonal skills with effective verbal and written communication skills. Must have excellent problem-solving skills and the ability to be flexible to navigate in the changing landscape of education. Demonstrates planning abilities to meet deadlines and to follow up, ensuring deliverables are met.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.