Sr Program Asst

Job Category
CUPE 2950

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

Job Title
Sr Program Asst

Department
Administration Department of Occupational Science and Occupational Therapy Faculty of Medicine

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

Posting End Date
March 20, 2024

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

Job End Date

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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
Provides curriculum support for the Master of Occupational Therapy (MOT) program in the Department of Occupational Science and Occupational Therapy.
Organizational Status
Reports to the Administrative Manager and the Associate Head of Educational Affairs. Works closely with the Chair of the Curriculum Committee. Liaises with faculty, students and staff regarding curriculum and scheduling and program delivery for the Master of Occupational Therapy program.
Work Performed

• Develops and distributes course schedules, including booking of established instructors, and troubleshooting potential conflicts
• Oversees distribution of learning materials, including course outlines.
• Coordinates the SGT tutorial program including identifying, recruiting, assigning and contacting tutors and material preparation
• Drafts and edits learning materials and documentation.
• Oversees external instructor payment process, including contract preparation for clinical faculty and guest speakers, troubleshoots as necessary
• Coordinates the online Course Evaluation process
• Assists with arrangement of substitutes instructor

• Answers queries from staff and faculty regarding the Master of Occupational Therapy curriculum
• Updates MOT textbook list, places textbook orders, and liaises with UBC Bookstore for textbook order related matters
• Invigilates exams and assists with calculating and inputting of grades for the MOT program.
• Assists with creation of new policy and procedures
• Orders classroom and teaching supplies
• Acts as liaison between course coordinators and technical staff for lab and classroom set up.
• Sources and books non-MOT rooms for MOT classes
• Plans and coordinates the MOT Curriculum planning and retreat meetings
• Provides administrative support for the Curriculum Committee, including coordination of curriculum change forms both minor and major
• Coordinates academic schedules and all room bookings for the MOT program.
• Develops and maintains electronic filing system for curriculum and student records.
• Provides back-up to other staff.
• Other related duties

Consequence of Error/Judgement
The individual will be expected to exercise judgment in prioritizing and scheduling for MOT courses. Errors in scheduling could have an impact on students’ learning, faculty and student satisfaction and on the cost of delivering the MOT Program. Errors in providing correct information could adversely affect the Department. Failure to act in a professional, tactful manner would have an adverse effect on the image of the Department and the University. Failure to perform duties in a timely fashion could inconvenience faculty and student learning.
Supervision Received

Works independently with direction from the Curriculum Coordinator, the Administrative Manager and Head of the Department.

Supervision Given
Supervises work study students in the preparation of curriculum related materials
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

Experience with UBC Student Information Systems including Teach and Course Eval, FSC, SISC. Experience with UBC Administrative Systems including FMS and HRMS. Experience with UBC HR policies, specifically Clinical Faculty an asset. Understanding of the UBC Senate policies for course changes an asset. Computer experience required Word, Excel, and Access preferred. Effective oral and written communication, interpersonal, customer service, and organizational skills. Ability to type 60 w.p.m. and to operate the normal range of office equipment. Ability to prioritize work load, multi-task and work effectively under pressure to meet deadlines. Ability to maintain accuracy and attention to detail required. Ability to work both independently and within a team environment.