Curriculum and Awards Assistant

Staff – Union

Job Category
BCGEU Okanagan Support Staff

Job Profile
BCGEU OK Salaried – Support Services Assistant I

Job Title
Curriculum and Awards Assistant

Department
UBCO Curriculum Admin Dean’s Officel KBFoS

Compensation Range
$3,826.00 – $4,389.00 CAD Monthly

Posting End Date
November 15, 2022

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Summary
This position will provide administrative support on both curriculum and student awards-related tasks and will contribute to the successful implementation of academic programs.
Organizational Status

The Irving K. Barber Faculty of Science (IKBFoS) is recognized nationally and internationally as a community engaged in globally impactful research and innovative programming.  The IKBFoS is currently home to over 2500 students and 100 faculty members organized into four departments with 21 undergraduate programs and 10 graduate programs and continues to grow. 

This position reports primarily to the Curriculum Development and Academic Programs Manager (Manager) and also receives guidance from the Associate Dean, Teaching, Learning and Curriculum and the Director, Strategic Partnerships and Operations. This position assists the Manager with coordinating day-to-day curriculum matters and provides overall curriculum support in the absence of the Manager.

Work Performed

Curriculum Support

• Coordinates and tracks a high volume of proposals through the curriculum process with specific attention on submission deadlines

• Conducts initial review of curriculum proposals to ensure proper formatting, accuracy, clarity and completeness in accordance with the Senate Curriculum Guidelines and the Academic Calendar

• Creates and maintains files and records of all stages of proposal development

• Assists the development and implementation of program assessments, curriculum mapping and program redesign which includes formatting tools, assessments and documents, collection of course materials, creating visuals, editing reports, researching other programs, liaising with faculty, and scheduling focus groups.

• Aids the development of non-credit credentials as it pertains to editing reports and documents, researching programs, liaising with stakeholders and testing canvas content

• Liaises with other Faculties/Schools in obtaining and responding to external consultation requests

• Performs an annual Academic Calendar review

Administrative Support

• Provides services such as schedule meetings, agenda creation, note taking, minute writing, and awards advertising

• Responds to inquiries from staff, students, faculty and the general public in relation to awards and curriculum

• Reviews materials, conducts research and provides input into special projects

• Supports report production related to curriculum and/or awards

• Liaises with the Communications team to develop/revise content and maintain curriculum and awards web pages and other online communication resources

• Offers recommendations on streamlining awards and curriculum processes

• Makes travel arrangements as needed

• Provides administrative support to the Manager and Associate Dean Teaching, Learning and Curriculum

• Works collaboratively with faculty members, Senate Services, and other campus partners

• Coordinates room bookings, catering, set-up and take-down for workshops and other sessions

• Enters new hires into Workday for student award winners

• Provides support to the Student Support Assistant on various administrative tasks as needed or during absences

• Creates and maintains a comprehensive training manual for the position. 

Student Awards Support

• Supports the adjudication process of undergraduate and graduate awards including undergraduate research awards (URA) and NSERC undergraduate student research awards (USRA)

• Reviews applications for completeness and compliance with Senate regulations (e.g., eligibility), compiles data for adjudication, and consolidates the scoring of applicants from adjudicators in preparation for committee meetings

• Prepares draft reviews to determine whether new awards proposals satisfy Senate guidelines

• Works with the Associate Dean, Teaching, Learning and Curriculum to plan and coordinate the URA Symposium including student presentation schedules, abstracts, catering, advertising, booking of IT, facilities and security

• Generates list of students who qualify for Dean’s List and Head of Class recognitions using the Student Information Service Centre (SISC)

Performs other related duties as needed.

Consequence of Error/Judgement

This position will exercise judgement and considerable initiative in handling matters of a routine nature.  A high degree of accuracy, a thorough understanding of policies and practices, adherence to deadlines, and the ability to prioritize to meet conflicting demands are expected.  Failure to do so may result in delays in the curriculum approval process and consequent delays in launching new programs.

This position plays a key role in facilitating the award adjudication process for the Irving K. Barber Faculty of Science. Errors in determining the eligibility of applicants may affect the ability of a student to receive awards or funding, which may affect the reputation of the Faculty.  It is essential that student records are kept confidential. A breach of privacy and policy may have financial, legal, and reputational implications for the University.

Failure to act in a professional, tactful manner will have an adverse effect on the image of the Irving K. Barber Faculty of Science. 

Supervision Received
This position works primarily under the Manager for day-to-day portfolio tasks and receives supervision and guidance the Associate Dean Teaching, Learning and Curriculum with regards to awards, and from the Director, Strategic Partnerships and Operations with regards to conditions of employment and University, Faculty and Departmental policies and procedures. This position is expected to work independently within UBC and Faculty policies, procedures, objectives, and goals and to use good judgment in duties and responsibilities and in identifying unusual matters that require consultation, or further investigations before taking action.
Supervision Given
None
Minimum Qualifications

Undergraduate degree required. 

Minimum four years experience in a relevant area, or the equivalent combination of education and experience.

Preferred Qualifications

• Advanced knowledge of application-oriented software, such as MS Office Suite (especially Word, Excel, and PowerPoint) or equivalent and form generation software, such as Adobe Acrobat.

• Demonstrated verbal and written communication skills. Experience with writing, editing, and proof reading with ability to maintain accuracy and strong attention to detail are assets.

• Able to work with changing priorities and a degree of uncertainty.

• Able to work independently, to prioritize and to work under pressure to meet deadlines.

• Able to exercise independent judgment, tact, discretion, diplomacy and confidentiality

• Able to collect and analyze data from SISC (the student system of record from the University).

• Demonstrated analytical and problem-solving skills.

• Demonstrated ability to function as a collaborative member in a team environment.

• Understanding of the Academic Calendar, the academic structure of the University, UBC Curriculum processes, and Senate awards regulations are assets