Senior Program Assistant, Centre for Writing and Scholarly Communication

Job Category
CUPE 2950

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

Job Title
Senior Program Assistant, Centre for Writing and Scholarly Communication

Department
UBC Library Irving K Barber Learning Center CWSC

Compensation Range
$4,137.00 – $4,456.00 CAD Monthly

Posting End Date
November 25, 2022

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

Job End Date

POSITION FUNCTION:

Located in the Irving K. Barber Learning Centre, the Centre for Writing and Scholarly Communication (CWSC) supports a diverse community of writers at UBC, at various levels of proficiency, across many types of writing situations: academic, creative, professional, and technical.

Administered through the Library’s Chapman Learning Commons, the CWSC provides writing support for undergraduate, graduate, postdoctoral, and faculty programs. The Senior Program Assistant understands and values the role of writing as both a form of communication and a learning tool, and remains open and accepting of the different forms writing takes across campus. The Senior Program Assistant works closely with the CWSC Program Manager and Program Coordinator, Peer Writing Consultants and Project Coordinators (student staff), and members of the Chapman Learning Commons (CLC) team to ensure a positive working and learning environment.

The Senior Program Assistant provides support for daily operations of CWSC programs and services. Under the direction of the Program Manager, this position approves student payroll, designs, updates, and oversees the writing consultation appointment schedules, and assists with student on-boarding and training. The Senior Program Assistant communicates with student employees on these matters to maintain coherent and consistent delivery of CWSC writing consultations, workshops, writing communities, and retreats. In this role, the incumbent performs general office and clerical duties, coordinates event bookings, registration and room set-up, including audio-visual and computer equipment for the Dodson and Peña Rooms, and for other Learning Centre program spaces.

Under the direction of the Program Manager, the Senior Program Assistant performs administrative duties related to hiring and training student staff, and responds to day-to-day inquiries from students, staff, and faculty. This position handles complex requests from faculty, staff, and student groups and must demonstrate initiative, good judgement, and independent decision-making.

WORKING RELATIONSHIPS/ORGANIZATIONAL STATUS:

The Senior Program Assistant reports to and works under the general direction of the CWSC Program Manager. As a member of the CWSC staff team, the incumbent receives supervision, on a daily basis, from the CWSC Program Manager on matters relating to day-to-day issues, operational priorities, and strategic priorities. The incumbent often acts as the primary point of contact for other UBC staff, students, faculty, and external stakeholders for day-to-day enquiries. This position works closely with CWSC staff and student staff and the CLC team, and receives strategic and operational priorities from the Assistant Director, Irving K. Barber Learning Centre.

WORK PERFORMED:

1. Works with Peer Writing Consultants and Project Coordinators (student staff) and the CWSC team to administer workflow of the program and ensure that operational needs are met during established service hours.

2. Coordinates the appointment schedules for writing consultations; develops and maintains schedules in WCOnline, the software used by the CWSC for scheduling, recordkeeping and reporting.

3. Coordinates student employees on matters regarding the daily operations of the CWSC, including work schedules and priorities of work. Resolves complex issues with student employees.

4. Drafts complex and sensitive correspondence ensuring continuing relationships are maintained and reputation of the CWSC is upheld. Responds to enquiries from faculty, staff, and students about CWSC programs and services, via telephone, email, and in-person. Is proactive about learning information to answer these enquiries accurately and/or refer appropriately. Responds to emails in the CWSC general information inbox.

5. Coordinates the collection, input, maintenance, organization and reporting of data and statistics from a variety of sources regarding the use of and response to CWSC programs and services to support assessment, program analysis and decision making. Implements the collection of additional user data as required. Collates, analyzes, and represents programming data in graphs, tables, and charts for CWSC and Chapman Learning Commons Annual Reports.

6. Monitors budgetary expenditures, completes and submits requisitions for supplies, and submits invoices as per established guidelines.

7. Maintains and updates the CWSC website and LibCal and UBC Events listings.

8. Makes arrangements for CWSC workshops, and meetings, such as planning, managing a budget, prioritizing, and ensuring that preparations are completed.

9. Administers orientation and training. .Onboards undergraduate and graduate student staff, including scheduling workshops, IT setups and troubleshoots technical problems.

10. Organizes the CWSC student staff recruitment process, including scheduling interview times, managing personal information, answering questions and addressing concerns from candidates in a tactful manner.

11. Creates and edits documents, reports, and spreadsheets using MS Office and Adobe CC (preferred), including training and operational guides.

12. Develops and documents procedures and processes, including complex issues, for the CWSC and makes recommendations for improvement to practices and workflow.

13. Approves hourly student employee payroll. Resolves discrepancies through the ISC.

14. Responsible for updating CWSC signage, ensures the CWSC writing pavilion in IKBLC is clean and organized, with appropriate supplies and resources, and reports any issues to the Program Manager.

15. Coordinates the CWSC newsletter subscription list and mail out.

16.  Sorts and distributes incoming and outgoing mail.

17.  Performs other duties related to the qualifications and requirements of the job.

CONSEQUENCE OF ERROR / EXERCISING JUDGEMENT:

The Senior Program Assistant exercises judgement when problems arise with established routines, decides which issues to refer to the Program Manager and which to solve independently.

Errors in judgment may cause serious results and identifiable deterioration to faculty and student relations; reduce services; cause embarrassment; increase event and program costs; and negatively impact the CWSC’s reputation and accountability with campus partners and organizations.

Failure to approve payroll by established deadlines may result in a delay of pay for student staff and errors in approval may result in inaccurate pay and payroll records.

SUPERVISION RECEIVED:

Reports to and works under the general direction of the CWSC Program Manager. Works closely with the Program Coordinator and other Learning Commons Staff and CWSC student staff. The Senior Program Assistant performs most duties independently, while following established guidelines and priorities. The incumbent must exercise judgement to know when to refer new or unusual problems to the Program Manager. The Senior Program Assistant anticipates regular disruptions to workflow and adjusts and prioritizes tasks accordingly.

SUPERVISION GIVEN:

This role assists in the training and professional development of CWSC student staff and designs and oversees the daily schedules of Peer Writing Consultants. The Senior Program Assistant may provide direction to CWSC student staff on work procedures according to established guidelines.

WORKING CONDITIONS:

Dedicated workspace and computer use in a shared office in the Irving K. Barber Learning Centre. May be required to perform physical work such as setting up tables and chairs in workshop spaces and lifting boxed materials required.

PERFORMANCE CRITERIA:

The ability to prioritize tasks and maintain balance among the various job duties so that currency is maintained in all areas of responsibility. Accuracy and attention to detail in all work. Competence in all aspects of computer work. Collegial, respectful, and courteous relations with CWSC and CLC staff and student staff, members of the university community, and the public.

MINIMUM QUALIFICATIONS:

High School graduation plus two years post-secondary education with training in office procedures and a minimum of four years related experience or the equivalent combination of education and experience required. Bachelor’s degree preferred.

Training in office procedures, knowledge of basic HTML, web authoring tools (such as WordPress), and a demonstrated aptitude/interest in technology required. Ability to perform word processing at 50 words per minute. Ability to operate a normal range of office equipment. Ability to use word processing, spreadsheet, database, Internet, and electronic mail applications at an intermediate level (MS Office preferred). Ability to maintain accuracy and attention to detail.

Effective spoken and written communication, interpersonal, public service, and organizational skills. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to compose correspondence using clear, concise business English. Ability to exercise tact and discretion. Ability to recognize, respect, and work effectively with individuals and groups with diverse perspectives and backgrounds.

Ability to develop and maintain cooperative and productive working relationships and engage in positive workplace culture. Models and demonstrates good communication through active listening and appreciative inquiry and open to providing and receiving timely, constructive feedback.

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.