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Senior Program Assistant, Global Learning Job Opening in Vancouver, BC - University of British Columbia Recruitment 2017 - University of British Columbia is an evergrowing company in Vancouver, BC. To accelerate the development of the business and commercial area, in November 2017 University of British Columbia is likely to improve the number of employees and improve existing recruiting. University of British Columbia opens job opportunity for Senior Program Assistant, Global Learning placed in Vancouver, BC. This chance has been opened at the start of November 2017 and you will be closed on the finish of this month. If you're thinking about Senior Program Assistant, Global Learning, please read about the conditions and terms below.

Senior Program Assistant, Global Learning November 2017

University of British Columbia Vancouver, BC

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, independently from the Faculty of Graduate and Post-doctoral Studies at UBC. We compete with leading business schools around the world by delivering an outstanding academic experience supported by a strong service culture and effective operational management.
The Senior Program Assistant, Global Learning works proactively and independently to provide coordination and support to resolve complex issues for students and instructors for one or more academic programs offered at the RHL Graduate School. Coordinates day-to-day operational functions and establishes work schedules and priorities for assigned program(s). Identifies needed improvements and implements change in order to perform work more efficiently and provide a service-friendly atmosphere for graduate business students and instructors. Provides back-up to other Program Assistants in the RHL Graduate School. Program Assistants support 7 - 10 programs with each position responsible for overseeing a program.
Organizational Status
Reports to the Manager, Global Learning. The incumbent works closely as a member of the RHL Graduate School Student Experience Team and liaises with numerous central UBC services and Sauder School of Business units. Develops positive relationships with students and faculty members and interacts with high-profile business and community leaders.
Work Performed
Student Records, Advising and Registration Support
- Updates and maintains student records and files. Updates Degree Navigator with program changes. Provides guidance on all aspects of the SSC, SISC, FSC and Degree Navigator systems. Becomes the subject matter expert on any new systems and provides input into systems' requirements.
- Directs and advises students regarding course registration, course availability, waitlists and timetabling.
- Authorizes course changes, approves auditing and student overload requests based on guidelines.
- Determines student eligibility for course registration and notifies students of the reason(s) for refusal.
- Monitors student course selection to ensure academic specialization requirements are fulfilled based on thorough knowledge of degree requirements. Notifies students of anomalies in academic records and resolves complex registration problems.
- Reviews student performance after each academic session, identifies students in academic difficulty based on thorough knowledge of evaluation and promotion regulations, creates grade review letters and submits to the Grade Review Committee. Verifies student eligibility for specializations and graduation by following promotion and graduation policies and procedures. Communicates with students and updates UBC systems to ensure students qualify and register to graduate.
- Admits visiting international students. Reviews, approves and processes outbound student study plans and converts to UBC credits. Prepares/orders required academic records as needed by inbound visiting students for their home institutions.
- Produces accurate, relevant and well-written communications across multiple platforms (blogs, Learning Management System, FSC/SISC, email, social media, etc.) for a variety of stakeholders: students, alumni, faculty members, Sauder and UBC staff, international academic partners, and the business community.
- Designs and develops welcome and preparation communications/resources for incoming students, and student rosters. Ensures the current student website, Learning Management System and social media are accurate and intuitive. Provides appropriate documentation for all visiting students to secure study permits.
- Responds to incoming student, current student and alumni inquiries of a routine or complex nature via email, telephone and in person. Advises students on course selection/registration, academic concessions process, program completion, tuition/financial holds and financial support, ensuring accurate information and guidance per established policies and processes. Resolves complex/controversial student issues/complaints, discussing irregular items with a manager as they arise and offers solutions.
- Organizes program information sessions to inform students of program options and requirements. Sets content/agenda, coordinates with contributing units, invites speakers, and coordinates needed rooms, equipment, materials, and catering. Creates and delivers formal presentations to students groups.
- Creates Robert H. Lee Graduate School Instructor Guide outlining critical information about student culture, program details, program/course logistics/support, academic policies/procedures and deadlines. Meets with new instructors to onboard them to the program; prepares the agenda and all materials. Organizes regular program instructors' meetings: creates agendas, instructor invites, meeting materials. Presents information at meetings. Communicates regularly with instructors to ensure the timely collection/distribution of course information, outlines, materials, course registration requirements, classroom needs, exams/invigilation requirements, grades. Liaises with instructors, the UBC Bookstore and Sauder Duplication Services to ensure course outlines and packages are available as needed by students. Produces class rosters/data/information/student teams and shares with instructors as needed. Prepares pre-departure information for UBC instructors teaching abroad ensuring instructors fully understand the student body, logistical/travel requirements and allowable expenses.
- Develops procedures and provides input to written policies for students, instructors and staff. Prepares agendas, and takes minutes at meetings and documents critical incidents/decisions.
- Organizes awards timelines, selection committees and communications to students, confirms award amounts/criteria with the Faculty of Grad Studies/ UBC Awards/donors. Ensures awards are properly awarded and tracked. Provides support for students applying for external awards by completing needed paperwork and providing official documents.
Surveys, Data and Reports
- Develops, maintains and modifies complex surveys and databases. Creates and maintains student distribution lists. Ensures student information is only shared as necessary and within UBC privacy regulations. - Prepares and produces various statistical reports including program statistics, grade reports, student rankings, instructor evaluations and grade distribution reports. Corrects errors in SSC, SISC, FSC and Degree Navigator and approves and enters changes in assigned standings. Tracks and summarizes reciprocity across international partnerships for various global learning opportunities. Prepares and administers student satisfaction surveys, develops summary reports with data analysis and visual presentation of data.
Financial Support
- Assists with the development of budgets, monitors payments and reconciles approved budgets for individual courses, orientation weeks, intensive credit-bearing residency weeks, and visiting international group programs, including (but not limited to) any required course materials, activities, guest speakers, invigilation, teaching assistants, catering, gifts, prizes, room rentals, parking, honorariums, transportation, etc. Ensures course fees are planned and cover all needed materials for courses.
- For visiting international programs, and UBC degree programs offered abroad, responsible for setting up procedures to collect tuition deposits and tuition payments electronically and manually in Vancouver and in international locations; generating official payment receipts in appropriate currencies; generating tax receipts for students; tracking individual student tuition payments and calculating/collecting interest as required; ensuring tuition amounts are deposited accordingly into appropriate accounts; processing any tuition refunds as required and informing managers of students' delinquency in payments.
- Assists the Program Manager with the development of department and program budgets, processes faculty and contractor payments, monitors budgetary expenditures, and authorizes expenditures within prescribed limits. Prepares expense submissions for unit managers. Reviews and approves expenses for instructors teaching internationally.
Events and Special Courses
- Makes arrangements for orientations, special courses, short-term visiting programs, residencies, conferences, student events/competitions, networking events, workshops and others, both on and off campus. Plans and coordinates the communications, logistics, budgets, and event/program/course schedules with detailed responsibilities and timings. Coordinates multiple stakeholders and ensures all arrangements for guests have been made. Organizes room bookings, set up, technical support, catering and event clean up.
- Prepares and communicates schedules, activities, facilitators, etc. Coordinates any needed course/activity materials and fees/payments. Designs and develops course sites, student teams and grades books for instructors. Processes any related payments.
Course/Exam Scheduling and Facilities
- Contributes to course scheduling, timetabling, classroom bookings, seat restrictions and student registration for the unit using the designated scheduling systems.
- Creates and publishes examination schedules; works with other universities (domestic and local) to set up external sittings for examinations. Secures, trains and appoints exam invigilators and coordinates payments. Anticipates and meets needs of students and instructors during exam scheduling. Resolves complex exam issues. Sends grade submission procedures to instructors and acts as a resource for grading policy.
Assesses course and event space needs. Researches available spaces both on and off campus and evaluates appropriateness. Books rooms and facilities for courses and events, ensuring contractual details are correct. Coordinates all details relating to facilities such as catering, IT/AV support, room set up, etc.
Coordinates and monitors usage of allocated breakout rooms, lounges, lockers and i-class cards with the appropriate units in Sauder and UBC and communicates with students. Assists in the maintenance of RHL areas through regular rounds, and taking appropriate action to correct deficiencies.
General Administration
- Provides logistical, clerical and technical support to the unit managers/directors. Researches and orders branded merchandise. Participates in strategic program development and unit projects, suggests new ideas for consideration and development and provides input into departmental policy. 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.
Other Duties
- Performs other related duties in keeping with the qualifications and requirements of the job.
Supervision Received
Reports to a Program Manager. Works independently, occasionally consulting supervisor with reference to highly unusual or very complex problems. Exercises considerable judgment in selecting and interpreting information to determine appropriateness to deviate from standard processes/decision. 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 judgment and initiative in handling matters of a complex and non-routine nature, requiring interpretation of University and Departmental 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 students not being able to graduate. Errors in judgment 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 Robert H. Lee 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.
High School graduation and two years post-secondary education. training in office procedures and practices. 4 years related experience or the equivalent combination of education and experience. Microsoft Office, HTML, Connect, WordPress, UBC Student Information System (SISC), UBC Faculty Service Centre (FSC) and FMIS. Experience with on-line portals and writing for the web an asset. Minimum 2- year post-secondary training with training in office procedures and practices. Experienced 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, organising 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 details. 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 impact the reputation of the Sauder School of Business.
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.

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