Program Assistant

University of British Columbia - Vancouver, BC (5 months ago)

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Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Grad Student Support

Classification Title:
Grad Student Support 2 (Gr6)

Business Title:
Program Assistant

Faculty of Medicine


$43,884.00 (Annual)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Job Summary

The Program Assistant provides administrative support to the Department of Occupational Science and Occupational Therapy Master of Occupational Therapy (MOT) Program. The incumbent is also responsible for administrative and front-line support for the Department and all matters concerning fieldwork placements.

Organizational Status

The incumbent will report to the MOT Student Services Manager.

Work Performed

Provides reception for the department, including walk-in inquiries, lab & room access, ad hoc room bookings, and mail and courier processing.

Advises and provides support to students and faculty regarding the MOT program, fieldwork placements and requirements; ensures that this aligns with relevant UBC policies and procedures.

Answers and resolves queries and concerns of the current graduate students in the MOT program in regards to their fieldwork placements.

Coordinates all fieldwork placement activities with the Academic Fieldwork Coordinator; assists with the matching and assignment process for fieldwork using previously set guidelines, enters data into HSPnet.

Coordinates 5 blocks of domestic fieldwork placement terms, totaling about 280 placements a year

Develops out of province placements on an ongoing basis, totaling over 80 placements per academic year.

Manages and operates HSPnet, a system to facilitate and record placements used by the health authorities.

Sends Call for Offers (requesting placements); monitors and tracks offers while ensuring timely communications with site coordinators.

Troubleshoots placement issues in HSPnet.

Completes pre-placement procedures and communicates requirements and instructions to students.

Coordinates international placements, communicating with sites abroad, handling payment, setting up affiliation agreements, and facilitating the setup of the placement.

Maintains fieldwork preceptor and site databases.

Maintains Student Evaluation files (CBFE Evaluation), including recording data, following up on evaluations, collecting feedback from preceptors, and preparing reports and comparative data

Maintains Site Records (site profiles), including creating new site profiles and updating existing site profiles on website.

Monitors, updates, and creates new affiliation agreements (BC, Out-Of-Province, International).

Facilitates preceptor recognition, through fieldwork awards, email recognition, and preceptor survey

Coordinates preceptor workshops (in-person and online) and produces fieldwork educator manual in preparation for the workshop.

Responds to student and health authority inquiries related to fieldwork placements.

Alerts MOT Student Services Manager and Fieldwork Coordinator of student issues and concerns related to placements.

Ensures rooms are booked for all MOT classes; invigilates exams when required.

Performs other related duties as assigned.

Supervision Received

Works independently with minimal supervision. The incumbent is expected to be able to take initiative, problem solve, determine course of action and then follow through independently.

Supervision Given

Will provide workflow to work study students and supervise completion.

Consequence of Error/Judgement

Errors in judgment or ineffective communication may lead to inefficiency of operation or unmet deadlines as well as increased difficulties with clinical partners. There are a variety of tasks which require ongoing prioritization and attention to detail. Errors may impact program delivery and Departmental and Program reputation. Responsibilities are broad in scope with limited opportunity for standardized solutions. Breach of confidentiality could adversely affect the Department's association with faculty, staff, clinical partners, or professional organizations or in the extreme, lead to legal action.


High School graduation and two year post-secondary diploma. 3 years of related experience or the equivalent combination of education and experience. Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead.Excellent customer service and the ability to serve a diversity of clients with a variety of needs. Ability to uphold confidentiality and privacy guidelines in verbal and written communication and record keeping is essential. Training and experience in administrative coordination and office procedures in an education setting preferred. Ability to take and transcribe accurate meeting minutes. Ability to effectively use desktop software at an intermediate level. (e.g., Outlook, MS Word, MS Excel) Ability to communicate effectively verbally and in writing. Ability to effectively manage multiple tasks and priorities. Ability to work effectively independently and in a team environment. Ability to exercise tact and discretion.

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.