Senior Program Assistant

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Sr Program Asst-Gen (Gr8)

Job Title
Senior Program Assistant

Department
MEL and MHLP Program Support Dean’s Office Faculty of Applied Science

Compensation Range
$4,601.00 – $4,953.00 CAD Monthly

Posting End Date
March 27, 2024

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

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Summary

The Master of Engineering Leadership (MEL) and Master of Health Leadership and Policy (MHLP) degree programs in the Faculty of Applied Science are a suite of professional master degrees, which combine technical and leadership knowledge.  The MEL & MHLP Office manages all aspects of professional graduate programs including admissions, student experience & culture, academic services and advising, program development and scheduling, employment and career advice, professional and industry development. The programs are run independently from UBC Faculty of Graduate and Postdoctoral Studies.

The MEL & MHLP Student Services delivers all aspects of a portfolio of 10-degree specializations. The team works closely together in a face-paced and innovative environment to deliver a professional student services and experience. The MEL & MHLP Senior Program Assistant is responsible for three distinct administrative areas to ensure the delivery of a high-quality student service to prospective students, and contributes to the development and success of the Professional Leadership Master’s Degrees:

1.     Operations

2.     Student Advising & Support

3.     Event Management

The position will develop a deep understanding and knowledge of the programs, allowing the incumbent to deal with a wide variety of administrative duties and complex student inquiries. The MEL & MHLP Senior Program Assistant is an integral part of the team, who is able to develop professional relationships with students, and contributes to both the team and student culture. They are expected to provide exemplary customer service, innovate processes, and work proactively in a fast-paced environment. This position will require an individual who is comfortable in an atmosphere of temporary ambiguity while new systems and processes are being established.
Organizational Status
Works independently under direction from the MEL & MHLP Program Manager. The incumbent will work closely with the other MEL & MHLP Senior Program Assistant, the Operations Assistant, and other stakeholders including marketing and recruitment, program directors, departmental administrative staff, other faculty and staff.
Work Performed

Operations & Logistics

• Plays an integral role in the application process, reviewing incoming applications for completeness and analyzing applicant eligibility and generating a regular report of admission data.
• Maintains and updates data in a CRM system (SalesForce) to ensure applicant and student data is as accurate as possible. Providing analytic breakdown when required.
• Supports the development and implementation of strategies to increase student engagement, improve student communication and experience.
• Drafts student communication and content for the Student Portal, develops and maintains this information system, ensures information is correct, and current. Plans an annual communication schedule, drafts copy and executes to ensure transparency and timely communications with the student cohort.
• Coordinates course scheduling and room bookings. Communicates scheduling and associated changes with instructors and students.
• Publishes and updates course schedules on the course schedule website and on the internal Student Portal canvas site.
• Monitors course enrolments and coordinates elective requests with instructors.
• Provides instructors with their class lists and guidelines on classroom administration.
• Provides administrative and logistical support to the course evaluations.
• Organizes onboarding and offboarding communications, information, advice, surveys and class composite.
• Responsible for financial activities related to the 10-specializations including, processes invoices and coordinates payments related to student events, field trips, industry conferences, professional memberships and tracking budgets.

Student Advising & Support

• Establishes and maintains relationships with current students, prospective students and alumni.
• Oversees program and admissions mailboxes as first point of contact for students, ensuring timely responses to prospective and current student inquiries and triaging questions to the Program Manager as necessary.  Responds to complex inquiries in person, via email, telephone and social media platforms.
• Systematically reviews admissions and academic policies across all MEL & MHLP programs, with respect to updates in Graduate + Postdoctoral Studies policies and protocol.
• Advises prospective and current students on a wide variety of issues including: program eligibility and admission requirements, relocating to Vancouver and UBC, course registration, academic and program policies, finance and program specialization questions.
• Tracks student’s academic performance and assesses eligibility to graduate based on a graduation eligibility checklist. Ensures students apply for graduation.
• Provides logistical, administrative and technical support to the MEL & MHLP Program Manager in order to deliver a high-quality student service and experience.

Event Management

• Assists in the organization and delivering of onboarding activities and orientation information and specialization specific events.
• Researches and keeps updated with local, national and international events, relevant to the Professional Masters specializations and advertise to students via the student portal.
• Provides logistical and administrative support for specialization events throughout the year. For example, industry meetings, alumni events, student meetings and similar events.
• Records student and alumni engagement for future recruitment and student events with the assistance of the Program Leaders and Managers. May attend and support recruitment events or conference, when need.
• Represents the MEL & MHLP team in meetings or events as required

Other Duties

• Provides assistance with marketing and recruitment activity when required and at the direction of the Program Manager.
• Ensures program documentation is correctly branded, updated and maintained.
• Prepares presentation slides, scribes and edits meeting minutes and distributes appropriately.
• Assists in preparing surveys and reports, summarizing and analyzing data as required.
• Checks the information on the MEL & MHLP websites and ensures that program specific information is up to date and clear.
• Will be trained in all aspects of the Operations Assistant role. Will provide cover when the position or the other Senior Program Assistant is on vacation, sick or vacant.
• Performs other related duties in keeping with the qualifications and requirements of the job.

Consequence of Error/Judgement
The MEL & MHLP Senior Program Assistant is a crucial component of the administration of the Professional Leadership Master’s Degrees. The incumbent will also have high access to SISC. Consequences of error or abusing access level is very high. 
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 operations, unmet deadlines, inaccurate student advising and poor-quality student service and experience. Errors may lead to applicants not being able to start the program; meet the requirements to graduate; negatively impact program culture, experience and relationships. Lack of cross-cultural sensitivity in communicating with students may cause serious misunderstanding, compromising the integrity and reputation of the MEL & MHLP degrees, the Faculty of Applied Science and UBC.
Supervision Received
Works under the general guidance of the MEL & MHLP Program Manager. Receives general instructions on new assignments and works under minimal supervision and requires initiative and professionalism. Interruptions are an expected part of the work, and re-prioritization and rescheduling is required for work completion.
Supervision Given
Formally trains new staff on work procedures, and assigns and oversees work of Work Learn students and temporary staff.
Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.
– Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

– Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Three years related experience or the equivalent combination of education and experience. Ability to effectively multi-task, prioritize and work effectively under pressure to meet deadlines. Ability to maintain accuracy and have a high level of attention to detail. Proficiency with office software applications (MS Word, Excel, PowerPoint, Outlook) as well as CRM system use. Knowledge of UBC administrative systems is preferred. Demonstrated superior and professional written and oral communication, interpersonal skills and organizational skills. Ability to communicate in a clear, attentive, and polite manner, developing relationships and exercising tact, diplomacy and discretion. Goal-oriented, very organized and able to manage time and competing priorities effectively. High level of personal integrity. Effective problem-solving, analytical and organizational skills. Detail-oriented with an ability to multitask and maintain accuracy in a fast-paced, high-volume environment with critical deadlines. Must have the ability to perform established procedures and routine tasks efficiently and in a timely manner. Able to work evenings and weekends as required. Able to work respectfully across cultural differences. Demonstrates a professional demeanor, is a team player and able to work independently and under supervision.