Senior Program Assistant, E2P PharmD

University of British Columbia - Vancouver, BC (30+ days ago)

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Job Posting

Job ID:

Vancouver - Point Grey Campus

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

Job Category:
CUPE 2950 Program Assist

Classification Title:
Sr Program Asst-Gen (Gr8)

Business Title:
Senior Program Assistant, E2P PharmD

Fac.of Pharmaceutical Sciences

Fac.of Pharmaceutical Sciences

$48,672.00 (Annual)

Full/Part Time:

Desired Start Date:

Job End Date:

Funding Type:
Budget Funded

Leave Replacement

Closing Date:

Available Openings:

Job Summary

The Faculty of Pharmaceutical Sciences offers several academic programs including the Entry-to-Practice (E2P) Doctor of Pharmacy (PharmD) program, the Flexible PharmD program, the Vancouver Summer Program, and is developing new programs at the undergraduate and graduate levels.

The Office of the Associate Dean, Academic, provides internal leadership to the Faculty on academic affairs; leading activities as they pertain to teaching and learning, overseeing standards for admissions and student progress, ensuring the curriculum meets the needs of the program and standards of the profession, ensuring adherence to University and Faculty policies regarding academic matters, and promoting faculty educational research activities.

This position is responsible for providing administrative program support for the planning and delivery of the E2P PharmD program, primarily. The incumbent supports the day-to-day administration of all aspects of the program, including student support and communications with faculty. S/he is required to liaise closely with on-site students, faculty and staff. The Program Assistant works in a team with two other Program Assistants, and is assigned primarily to a specific academic program year level. Some tasks are the primary responsibility of a single Program Assistant while other tasks are performed by all Program Assistants in support of activities within their year level.

Additionally, the Program Assistant may be called upon to support the Vancouver Summer Program and other programs within the Faculty's Academic Portfolio, as needed.

Organizational Status

Reports to the Program Manager, E2P PharmD.

Work Performed

Academic Programs (Entry-to-Practice PharmD) Support
1. Support course scheduling and timetable process; relaying course information to instructors, graduate teaching assistants, and students, when necessary. Liaise with educational leaders and Assessment Team.
2. Maintain curricular and program schedule materials in the program management system (i.e., learning management system (LMS) / Sync / etc.).
3. Liaise with educational leaders and the Educational Technology & Learning Designs Team to confirm that course content and schedules are current and up-to-date in the LMS.
4. Communicating in-term changes to the course schedule with all necessary stakeholders (e.g., Assessment, Educational Technology & Learning Designs, Program Evaluation, Student Services, students, etc.).
5. Maintain and update database(s) with information for students (e.g., in the Program Hub in the LMS), and for faculty (e.g., in shared electronic folders).
6. Gather statistics and other course and program data for program evaluation reports.
7. Assist educational leaders in the revision of course syllabi in advance of each course iteration, following the Faculty's syllabus template.
8. Liaise with educational leaders and the Office of Educational Assessment to ensure assessment materials are prepared according to the course schedule.
9. Support educational leaders in the creation and timely submission of a budget request for guest lecturers.
10. Delegate course support tasks to graduate teaching assistants (GTA), review the completed work to ensure accuracy, and follow-up on tasks as required.
11. Ensure GTA workload is reasonably equitable when more than one GTA is assigned to a course.
12. Reconcile GTA reported hours with tasks assigned, sharing discrepancies with the Executive Director, Entry-to-Practice Education.
13. Coordinate course- and program-related meetings as required: contact all internal and external stakeholders; prepare documentation (agenda, minutes, reports, etc.); AV requirements, video- or tele-conferencing; and book suitable rooms.
14. Advise on current and best practices for the purpose of developing policies.
15. Pro-actively communicate with educational leaders with regards to their administrative support needs.
16. Assist in logistical arrangements for assessments, including: photocopying and delivery of assessments, preparing and communicating assessment instructions, coordinating invigilation, coordinating seating plan (randomized or mapped), liaising closely with Access & Diversity, and applying assessment policies and procedures.
17. Assist in logistical arrangements for assessment review sessions, including: scheduling review sessions , arranging for invigilation, preparing and communicating review instructions, and launching the assessment clarification process.
18. Coordinate marking of the assessment.
19. Work with the Office of Student Services to coordinate the scheduling and delivery of Student Services-approved academic concession (i.e., deferred assessments).
20. Communicate assessment results to students via the LMS.
21. Respond to or appropriately redirect written email and verbal inquiries about the program by students, faculty and/or staff.
22. Program Assistants may be assigned one or more of the following responsibilities:
a. Directed Studies courses, as applicable, and Peer Teaching Program responsibilities,
b. Program Enrichment Activities responsibilities,
c. Elective course support responsibilities, or
d. Program orientation event responsibilities.
23. May provide back-up support to cover other Program Assistants for leaves, absences and/or vacation.

Vancouver Summer Program
24. In collaboration with the Vancouver Summer Program Coordinator, support:
a. Job development, assists with hiring and training of VSP temporary staff to support the delivery of both academic (LMS support) and social activities.
b. Determining appropriate social activities, in consideration of student academic schedule and VSP-Central organized events.
c. Collecting feedback on VSP academic and social activities in person and through the deployment on online or paper surveys.
d. Prepare schedules for orientation and wrap-up events.

25. Perform other related duties as required.

Supervision Received

Works independently under directives from course coordinators and the Program Manager, E2P PharmD.

Supervision Given

Formally trains new staff on work procedures, and/or oversees the work of students, temporary staff, and/or graduate teaching assistants.

Consequence of Error/Judgement

The incumbent is responsible, along with other staff members, for the day-to-day administration of the E2P Doctor of Pharmacy program. It is critical that student issues and 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, coordination of services for students, or logistical coordination supporting instructors and preceptors could affect the curriculum timeline and student progress. Errors in accuracy would reflect negatively on the Executive Director, Entry-to-Practice Education, the Associate Dean, Academic, the Dean, the Faculty and the University.


High School graduation and two years post-secondary education. 4 years related experience or the equivalent combination of education and experience. - Effective verbal and written communication, interpersonal and organizational skills are critical.

Ability to:
  • prioritize work and to meet deadlines,
  • exercise tact and discretion,
  • maintain accuracy and attention to detail,
  • take and transcribe minutes,
  • compose correspondence using clear, concise business English,
  • work both independently and within a team environment, and
  • work occasional early mornings, evenings and weekends as required.
Must be able to function effectively in a typical office setting, and must be able to operate a normal range of office equipment, use word processing, spreadsheet, database, presentation and Internet applications at an intermediate level.
Knowledge of University and Faculty student-related policies and procedures an asset.
Must be comfortable working with ambiguity and change.

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.