Vancouver - Point Grey Campus
CUPE 2950 (Cler/Secr/Library)
CUPE 2950 Grad Student Support
Grad Student Support 2 (Gr6)
Program & Communications Assistant
Faculty of Medicine
Desired Start Date:
The Program & Communications Assistant role works in coordination with the education team staff to proactively support all graduate SPPH programs, specifically in the areas of communications and student and alumni databases.
The Program & Communications Assistant works with the education managers to support the education programming goals for the Master of Public Health (MPH) and Master of Health Science (MHSc) programs. Combined, the two programs have about 125 students enrolled and receive over 300 applications each year. The program-based portion of the role involves general administrative duties, including supporting the admissions process, maintaining student records, providing support to current and prospective students, providing assistance with practicum placements and comprehensive exams, and assisting with alumni and external relations. This role resolves complex problems and identifies areas that need improvements to perform work more efficiently and provide a service-oriented, friendly atmosphere for students and faculty.
The School of Population and Public Health (SPPH) is part of the Faculty Medicine at the Vancouver campus of the University of British Columbia. The School offers six graduate programs (Masters and PhD level) along with a Residency program and undergraduate courses, with total enrolment for the graduate programs of approximately 350 students. In addition to program-based functions, clerical staff also work collaboratively with managers on dedicated portfolios in support of the overall education mission of the School to attract, support and retain the best graduate students for our programs. Specialized tasks associated with these portfolios will also be assigned. It is expected that this position will deliver an excellent customer experience as it applies to all aspects of degree and executive education programs offered through the School.
Implementation and delivery of the School's educational offerings are led and supported by a team that includes a Senior Education Manager and two education program managers, as well as six clerical staff. Together, they have shared responsibilities for admissions and graduate student support, along with specialized tasks in support of dedicated portfolios led by a program manager. The incumbent will interact with SPPH students, staff and faculty and will liaise with University staff from other departments such as Graduate and Postdoctoral Studies.
Graduate Student Support (MPH and MHSc):
Admissions and Prospective Student Advising - 25%
- Answer inquiries from applicants (e.g., program requirements, program planning, application requirements, immigration documentation and employment authorization).
- Provide advice of a complex and interpretive nature to applicants, students and faculty.
- Enter and edit data, such as online application information, program admission deadlines and program information in relevant systems (i.e., website, admissions system, etc.).
- Track application process using the online application system (e-Vision).
- Perform initial evaluation interpretation of specialized qualifications and educational transcripts including calculating grade point averages. Consult with Graduate and Postdoctoral Studies on special cases and report to the Program Managers as required.
- Assemble necessary documents from the applicant for the assessment process and prepare applications for review and evaluation by the Admissions Committee.
- Conduct environmental scans of related graduate programs and submit reports for review and comparison.
- Compile information on math and statistics courses submitted by prospective students to meet the quantitative requirement for relevant graduate programs and maintain an up-to-date database of approved courses, along with other standardized tests and required scores.
Current Student Support - 10%
- Prepare, maintain and distribute orientation information to new students
- Assist students with course registration, withdrawals and problems pertaining to registration for the MPH and MHSc program.
- Prepare, distribute and collate alumni and student exit surveys.
- Assist with planning and execution of MPH events including biweekly seminars.
- Coordinate graduation process and provide students with information on graduation such as deadlines, submission of program materials and applications for graduation.
- Monitor and maintain student records, student progression and tracking, leave of absences, transfer credits, program withdrawals, program completion memos and ensure graduate requirements are complete.
- Arrange for building access and other requirements for weekend courses and activities.
- Provide administrative support related to organizing, collecting, and tracking comprehensive exams and major essays.
MPH Practicum Support & Administrative/General Duties - 15%
- Research and identify potential employers and placement sites.
- Provide students with placement information by posting positions as they become available on an internal website.
- Coordinate terms of agreements/contract and signatures, and ensure all government and university immigration and work permit policies are followed for student international placements.
- Maintain comprehensive records for student, employer and job information including learning contracts, student project reports; practicum assessment documentation and related practicum deliverables. Enter final grades for students enrolled in the practicum.
- Coordinate the MPH Practicum Showcase Event including scheduling presentations, ordering supplies for the event and catering, confirming speakers and collecting students reports and posters.
- Provide administrative support for practicum and career management activities including posting website information, scheduling, student and employer database information, and reporting and presentations.
- Carry out assigned project tasks to assist the Project Manager in the development and coordination of projects in accordance with deliverables and timelines. Responsibilities include: preparing project-related correspondence including letters, briefs, memos, and invitations; and organizing, monitoring and updating project information systems, including the online filing system, project databases, and Outlook email.
- Arrange couriers, mass mailings, room bookings, catering for meetings, workshops and/or events, and order and maintain project supplies.
- Support Program Managers in the development and implementation of graduate program initiatives to advance SPPH's strategic plans for recruitment, student monitoring and support, curriculum improvement, alumni relations, and other areas.
- The incumbent also performs other duties commensurate with the skills and experience of the position.
SPPH Programs - 25%
- Support and contribute to the communications strategy including social media, web content, school newsletters, as well as other avenues to promote alumni programs and activities.
- Assist with the development of marketing and communications materials and templates. Help write, edit and revise communications documents. Draft, edit/revise promotional and other project related materials including but not limited to posters, flyers, letters of invitation, press releases, and other project communications.
- Distribute promotional materials to prospective students, project partners, and other identified parties through email blasts, and other communication channels.
- Carry out associated tasks to assist in updating and maintaining the program website including updating the website content for the education program pages. Liaise with team members to ensure best practices are maintained and that the website operates efficiently.
- Liaise with external suppliers and contractors to arrange for the design, production and printing of promotional items (e.g., swag, etc.) and other project materials.
- Assist Program Managers with marketing activities to meet enrolment targets including preparing marketing materials and mail outs to special interest groups and potential clients for program promotion, practicum placements and special events, information sessions for prospective and current students
- Edit and update program-related information on the UBC Calendar and Graduate and Postdoctoral Studies website.
- Provide day-of event support (e.g., set-up and clean-up, signage requests, photocopying and other materials required), and clerical support for events including developing and distributing promotional materials.
Database Duties - 25%
- Database management including maintaining student records, generating reports, performing queries, and assisting the manager in identifying areas for further development, design changes and improvements.
- Maintain electronic program alumni record for each program including profiles and lists.
The position of Program & Communications Assistant, reports to the Professional Programs Manager and also takes direction from the MPH Program Director, MPH Practicum Director, and MHSc Program Director, with input from the Associate Director and the Senior Education Manager for tasks related to the overall educational mission of the School. Generally, job tasks are performed with some supervision but with expectation of initiative and good judgment to select from resources and methods for execution of the duties as listed. The job tasks are governed generally by broad instructions, objectives, and policies usually involving frequently changing conditions and priorities.
Not required to supervise. The incumbent may explain work procedures to new or inexperienced staff.
Consequence of Error/Judgement
The position must exercise good judgment and initiative to handle matters based on UBC and program policies and guidelines. Failure in meeting deadlines and errors in judgment could affect the planning process and could result in loss of valuable time and opportunities for prospective and current students, supervisors and instructors. In addition, it may lead to loss of program accreditation and negatively impact the reputation of the School, the Faculty and the University.
This position will be responsible for access, collection, use and disclosure of personal information in accordance with the BC Freedom of Information and Protection of Privacy Act (RSBC 1996) and other UBC privacy and security policies. This position requires employees to work under strict confidentiality requirements; internal procedures and policies to protect personal information must be followed and adherence to these requirements will be regularly reviewed by the employer.
High School graduation and two year post-secondary diploma. Undergraduate degree preferred. 3 years of related experience or the equivalent combination of education and experience. Must be familiar with the university requirements, policies and procedures for the graduate programs listed. Experience with the operation of the University systems such as the Faculty Services Centre (FSC) system, the Student Information System (SSC), and UBC scheduling system (Scientia) are required. Experience and knowledge of UBC's content management system (CMS), based on WordPress, for basic program updates. Ability to communicate effectively verbally and in writing. Ability to take initiative, prioritize and work effectively under pressure to meet deadlines. Ability to maintain accuracy and attention to detail. Ability to exercise independent judgment in selecting and interpreting information, and reconciling deviations from standard methods to resolve issues or problems of a routine and complex nature. Effective interpersonal skills with particular focus on maintaining a strong client-focused relationship, both locally and internationally. Ability to demonstrate poise and tact when dealing with clients, senior executives and faculty. Proven ability to work with diverse constituencies and stakeholders (corporate clients, faculty, students and staff). Ability to effectively use Word processing computer software at an advanced level (Microsoft Outlook, Word, Excel, and PowerPoint are required). Ability to operate job-related equipment (e.g., photocopier, calculators, and automated office systems).
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.