Sr. Program Assistant, Operations & Administration

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

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Job Posting

Job ID:
36308

Location:
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:
Sr. Program Assistant, Operations & Administration

VP/Faculty:
The Sauder School of Business

Department:
Sauder - RHL Grad School

Salary:
$46,776.00 (Annual)

Full/Part Time:
Full-Time

Ongoing:
Yes

Desired Start Date:
2020/01/13

Funding Type:
Self Funded

Closing Date:
2020/03/12

Available Openings:
1

Job Summary

The Robert H. Lee (RHL) Graduate School at the Sauder School of Business consists of a full-time staff complement of approximately 40 M&P and CUPE staff members in two locations. The RHL Graduate School manages all aspects of professional graduate business programs including recruiting, admissions, awards/scholarships, academic services/support, international opportunities, academic policies, graduation approvals, disciplinary incidents, and program scheduling.

UBC Sauder's Robert H. Lee Graduate School delivers all aspects of a portfolio of six distinct professional graduate degrees in business, independent of Graduate + Postdoctoral Studies. The MBA and specialized Masters programs operate within a highly competitive international market; we compete for top Canadian and international students against highly-ranked global schools. This competitive environment, combined with high student expectations, demands exceptional service levels. With a strategic and holistic view, the professional management team regularly reviews, adapts and delivers on hte value proposition, positioning, recruiting methods, academic content, cultural/social programming, co-curricular activities and career services. Within this complex environment, the team works closely with multiple and distinct stakeholders - faculty, staff, students, business community and alumni - to remain competitive through the delivery of an exceptional student experience. The grad school compete with leading business schools around the world by delivering an outstanding academic experience supported by a strong service culture and effective operational management. This high level of competition is not seen in other areas and therefore the business school operates at a fast paced and dynamic environment no other other faculty. The grad school focuses significantly on building relationships with Alumni and continuously ensures the global network of students grows. The RHL Grad School focuses on active recruitment from a wide variety of international and domestic locations to offer a unique student demographic population.

The Program Assistant, Operations & Administration works proactively and independently to provide coordination and support across all RHL professional graduate degree programs in the areas of course and exam scheduling, course evaluations, registration, curriculum, classrooms and facilities, finance, human resources, and reception. Develops a broad range of program knowledge as well as in-depth knowledge and expertise in the above operational/administrative areas and their related UBC systems. Establishes work schedules and priorities for key administrative processes that affect all programs. Resolves complex problems, works closely with other Sauder administrative units, and serves as a resource for faculty and RHL program staff. Identifies needed improvements and implements change in order to perform work more efficiently and provide a service-friendly atmosphere for faculty, staff, and students. Provides back-up support to the Receptionist & Office Coordinator as well as other Program Assistants in the RHL Graduate School.

Organizational Status

Reports to the Manager, Operations & Administration. The incumbent works closely as a member of the Operations Team within the broader RHL Graduate School Student Experience Team. Liaises with numerous UBC services and Sauder School of Business units. Develops positive relationships with faculty, staff, and students, and interacts with high-profile business and community leaders.

Work Performed

Course and Exam Scheduling

Coordinates course scheduling for RHL programs by communicating and negotiating with Sauder instructors, Division Chairs, and Track Champions to confirm course offerings, respond to scheduling inquiries, and resolve complex scheduling conflicts. Researches and prepares enrolment forecasts and other registration reports to inform decisions regarding number of sections, maximum enrolment, course cancellations, classroom size, and seat restrictions. Establishes program period dates and course dates taking broader UBC term dates into consideration, and assists with the creation of academic program calendars. Develops complex program timetables and analyzes historical enrolment data to determine optimal timing of program electives. Liaises with Sauder Business Career Centre (BCC) and Undergraduate Office (UGO) staff to identify scheduling needs and coordinate classroom bookings for RHL programs. Communicates with instructors to schedule make-up classes due to statutory holidays and other instructor absences in accordance with the School's make-up class policies. Schedules courses using the University's Scientia, Scheduling & Curriculum Management Centre (SCMC), and Student Information Service Centre (SISC) systems, and confirms finalized teaching schedules with instructors. Creates, updates, and publishes program schedules and timetables using Excel. Develops an understanding of each program's unique structure, timelines, and academic requirements, and ensures that program schedules accurately reflect these requirements. Creates and updates internal documents to track scheduling changes throughout the year, and communicates these changes to relevant staff members. Contributes to the ongoing development of RHL scheduling guidelines, policies, and best practices. Drives scheduling processes forward, makes recommendations and develops new procedures as needed, establishes internal timelines in relation to UBC scheduling deadlines, and ensures that objectives are met.
Communicates with instructors and program staff to identify examination requirements (timing, length, classrooms, invigilators, IT/AV support) for RHL programs. Develops examination schedules in accordance with the School's exam policies, and analyses student registration data to identify exam hardships and other conflicts. Secures, trains, and appoints exam invigilators and coordinates payments. Anticipates and meets the needs of students and instructors during exam scheduling. Resolves complex exam issues and coordinates all other exam arrangements for instructors including classroom bookings. Monitors UBC examination deadlines and enters exam request information into the SISC for Bachelor & Master of Management Dual Degree (B+MM) undergraduate courses. Communicates and publishes finalized examination schedules to program staff, faculty, and students.

Course Evaluations

Coordinates course evaluations for RHL programs by identifying courses to be evaluated and determining appropriate survey release dates based on each program's unique timelines. Reviews, approves, and extracts course sections for evaluation using the UBC Student Evaluation of Teaching (TeachEval) web application. Works closely with Sauder Administration & Office Support Services to confirm course sections and resolve technical issues or other problems related to the administration of course evaluation surveys. Responds to instructor inquiries about course evaluations and adjusts survey release dates for individual courses as needed. Reviews grades submissions via the Faculty Service Centre (FSC) for RHL courses, contacts instructors/program staff about missing grades, and authorizes the release of course evaluation results to instructors according to UBC policy. Collates and distributes course evaluation data for review by respective program managers and senior leadership.

Registration Support

Makes recommendations and contributes to the development of registration timelines for RHL programs taking UBC graduate and undergraduate registration dates into consideration. Consults with manager and program staff to identify student registration needs across all programs. Coordinates complex student registration processes by assigning period intervals to courses, establishing credit limits, setting maximum enrolments, creating seat pool restrictions, and opening/closing registration to ensure appropriate access for all student groups. Monitors and adjusts seat pool restrictions as needed to facilitate student registration. Uses UBC scheduling and registration systems knowledge and expertise to support program staff during key student registration periods. Investigates and resolves complex registration problems as they arise. Liaises with UBC Enrolment Services and UBC IT regarding technical registration issues that cannot be resolved within the department. Facilitates internal registration processes by creating Standard Timetables for required courses. Creates and monitors waitlist sections using Scientia/SISC.

Curriculum Support

Assists with the review of RHL Academic Calendar entries in preparation for the release of upcoming calendar versions. Establishes period dates and course drop/withdrawal dates for RHL programs, preparing first draft calendar entries for approval by manager. Liaises with Senate & Curriculum Services staff to confirm processes and procedures for curriculum submissions. Prepares first draft curriculum proposal forms for approval by manager. Reviews Senate restrictions for RHL courses and requests changes as required. Maintains electronic curriculum files and updates curriculum change tracking documents. Creates program track/specialization requirement sheets and course pre-requisite lists annually for distribution to faculty and program staff. Requests new versions of variable credit courses from Enrolment Scheduling Services as required.

Classrooms and Facilities

Evaluates and approves external requests for RHL restricted classrooms and meeting spaces. Contributes to the development of booking policies and guidelines for these restricted spaces. Develops detailed knowledge of RHL classrooms and their amenities. Understands and communicates the different booking procedures for restricted, tier 1, and tier 2 classrooms. Makes recommendations to streamline and improve existing room booking processes. Assesses course and event space needs, matching courses with the most appropriate space and optimizing classroom utilization across all programs. Monitors classroom usage and responds to instructor requests for specific classrooms and/or amenities; documents requests and incorporates into subsequent scheduling processes. Gathers classroom requirements for integrated courses from program staff. Negotiates the use of restricted classroom space shared with other Sauder administrative and academic units. Researches other available space on campus and evaluates appropriateness for courses and events. Submits classroom booking requests through Enrolment Scheduling Services for program orientations, special events, and ad hoc activities. Coordinates and monitors usage of allocated breakout rooms. Works with Sauder Administration & Office Support Services to restrict/enable access to RHL spaces for various student groups and visitors. Communicates with Sauder facilities staff regarding classroom maintenance issues.

Financial Support

Processes faculty, staff, and vendor payments in Canadian and foreign currencies. Generates invoices and oversees incoming and outgoing wire transfers. Interprets and applies UBC, Sauder, and RHL expenditure policies, evaluating faculty and staff requests for reimbursement in relation to those policies. Communicates expenditure policies to faculty and staff, adjusting expense claims in consultation with the claimant when required. Prepares contractor assessment and purchase order exemption forms for vendor payments as needed. Assists with the development of budgets, and monitors the School's expenditures using the UBC Financial Management System (FMS). Identifies errors and processes journal voucher (JV) transfers to correct errors. Creates financial reports to assist with quarterly reconciliation, forecasting, and budgeting. Investigates anomalous expenditures and reports to manager or directors with findings. Recommends, develops, and maintains systems to track all RHL expenses and funding annually to ensure full financial accountability. Advises program staff on financial matters related to program budgets and expenditures. Maintains and updates the School's speedchart and account code catalogues. Coordinates student award/prize payments by preparing award recommendation and JV forms. Works closely with the Sauder HR department to coordinate faculty teaching payments for RHL programs and ensure that teaching credits are properly allocated. Prepares written confirmation of payments to be processed for all program related courses, exchange and international courses, integrated courses, and internship/industry project supervision.

Human Resources Support

Coordinates the hiring process for new staff by scheduling interviews, updating interview questions, preparing interview packages for the selection panel, coordinating in-basket tests, and scheduling reference checks. Researches and develops the School's collection of interview questions, in-basket test questions, and other interviewing materials. Updates the Student Experience Team Staff Onboarding Guide and contributes to the development of onboarding and exiting checklists for staff and Work Learn students. Works with Sauder Administration & Office Support Services and central UBC units to ensure that new staff have access to the appropriate systems, tools, and resources for their positions. Completes and submits the Sauder resource allocation checklist and other systems access forms for new hires and exiting staff. Organizes in-person and online training sessions for new staff members. Updates standard training templates for various positions in the Student Experience Team. Arranges training/planning sessions for continuing staff members and the entire unit.

Reception

Provides regular reception coverage for the unit, greeting visitors and answering general inquiries. Provides information to prospective students on graduate program offerings and screens before referring to a Recruitment & Admissions staff member. Receives current students, responds to basic inquiries, and redirects to appropriate Student Experience staff members. Coordinates inbound and outbound mail and courier packages. Sorts incoming mail and redirects items requiring action to appropriate faculty and/or staff members. Takes and sends messages, prepares documents, schedules appointments, orders office supplies, monitors and maintains office equipment etc.

General Administration

Provides logistical, clerical, and technical support to the unit managers/directors. Participates in strategic program development and unit projects, suggests new ideas for consideration and development, and provides input into departmental policies. Develops innovative procedures and practices with the goal of improving customer service and efficiencies. Documents procedures, ensuring that the position manual and unit WIKI are thorough, accurate, and up to date. Organizes regular scheduling and curriculum meetings with program staff, the Associate and Assistant Deans, Division Chairs, Track Champions and other RHL scheduling partners. Coordinates meeting times, send invitations to faculty and staff, creates agendas, prepares meeting materials, takes minutes, and documents critical decisions. Presents information at meetings. Provides training and guidance to RHL staff members on all aspects of Scientia, FSC/SCMC, SISC, TeachEval, FMS and Degree Navigator. Becomes the subject matter expert on any new systems, and provides input into systems' requirements. Drafts correspondence and communicates regularly with faculty to ensure the timely collection and distribution of course information, scheduling and curriculum requirements, registration requirements, classroom needs, exam/invigilation requirements, and financial documentation. Edits content and uploads program schedules to the School's website.

Other Duties

Performs other related duties in keeping with the qualifications and requirements of the job.

Supervision Received

Reports to the Manager, Operations & Administration. Works independently, occasionally consulting supervisor or Program Managers with reference highly unusual or very complex problems. Exercises considerable judgement in selecting and interpreting information to determine appropriateness to deviate from standard processes/decisions. Determines data and inputs needed to make informed decisions. The position duties are governed by broad instructions and policies, involving frequently changing conditions and priorities.

Supervision Given

Formally trains new staff on work procedures, and assigns and oversees work of Work Learn students and temporary staff.

Consequence of Error/Judgement

The incumbent exercises considerable judgement and initiative in handling matters of a complex or non-routine nature, requiring interpretation of university and department guidelines, procedures, and policies in planning the sequence of duties, the work methods to be employed, and action to be taken. Consequence of error is high; errors may lead to scheduling conflicts or oversights that jeopardize the quality of RHL programs. Errors in judgement and communication may lead to inefficiency of operation, unmet deadlines and loss of valuable time and opportunities for students and instructors. Lack of cross-cultural sensitivity in communicating with students may cause serious misunderstandings and damage to the international reputation of the programs and the School. The RHL Graduate School provides academic services to professional graduate business students requiring the incumbent to be able to perform the position duties in a professional and business-like manner.

Qualifications

High School graduation and two years post-secondary education. 4 years related experience or the equivalent combination of education and experience. Training with training in office procedures and practices preferred. Connect, WordPress, SiteCore, UBC Student Information Service Centre (SISC), Scientia, UBC Faculty Service Centre (FSC) / Scheduling & Curriculum Management Centre (SCMC), UBC Student Evaluation of Teaching (TeachEval), UBC Financial Management System (FMS), and Degree Navigator would be an asset. Advanced skill level with Microsoft Office, Microsoft Excel preferred. Ability to work with large amounts of data/information with a high level of accuracy and attention to detail. Excellent interpersonal skills including the ability to negotiate and secure cooperation from others. Experience working with students, answering inquiries, and resolving problems and issues. Must exercise initiative, tact, and discretion. Must be poised and articulate in dealing with senior faculty, students, and staff, and have the ability to exercise a high level of tact and discretion when working with information of a confidential and/or sensitive nature. Ability to take initiative, prioritize and work effectively under pressure, and meet the deadlines and demands of a very busy office. Ability to accurately interpret, and make decisions within established UBC and Sauder School of Business guidelines and regulations. Ability to manage financial matters gathering, organizing, and summarizing financial information. Proven excellence in written and verbal communication is required. Ability to handle a wide variety of tasks and establish priorities, organizing workload for timely and effective delivery of services, including careful attention to detail. Ability to exercise judgement under pressure and demonstrate initiative in handling matters of a complex and non-routine nature. Ability to work flexible hours and overtime. This position plays a key role in the creation of an outstanding learning experience and has a direct impact on the quality of the programs and services offered in the Robert H. Lee Graduate School. Failure to perform the duties as outlined would have a negative impact on the teaching conditions and student experience. Poor decisions would adversely affect the reputation of the UBC Sauder School of Business.

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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.