Staff - Union
CUPE 2950 Salaried - Program Assistant 2 (Gr5)
Administrative Support | School of Music | Faculty of Arts
$4,188.00 - $4,400.00 CAD Monthly
Posting End Date
September 27, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Apr 30, 2024
This position is a 7 month term contract to end on April 30 2024. The working hours are 10AM - 2PM at 20 hours per week (57% FTE).
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 Description Summary
This position provides administrative support related to course scheduling, course evaluations, student payments, and special events in the School of Music. This position also provides reception coverage and will have direct contact with students, faculty and staff.
This position works Monday to Friday. The desired hours are 10:00 am – 2:00 pm but can be negotiated with the incumbent.
Reports to the Manager, Administration. Works closely with Administrative Coordinator and Academic Advisor.
Organizes and coordinates departmental special events, including colloquia, workshops, masterclasses, and celebration events. Tasks include booking rooms, arranging travel, accommodations and catering, creating signage, supporting volunteer recruitment, managing payments and reimbursements, and communicating with stakeholders.
Books travel and accommodation for all department visitors and recruitment candidates
Facilitates and trouble-shoots set up of new staff and faculty, including email accounts, systems access, and telephone set-up with support from Arts ISIT and other units on campus.
Holds the HR Analyst security role in Workday to initiate and process most graduate and undergraduate student appointments and payments.
Coordinates student evaluation of teaching process for all School of Music courses. Acts as departmental contact, checking and correcting evaluation lists for each academic session/term using the Student Evaluation of Teaching website to ensure that all faculty and Teaching Assistants have their courses properly reviewed
Coordinates and performs all course scheduling and timetabling duties for undergraduate and graduate courses including updating and entering information in Scientia, SISC and other UBC applications.
Implements scheduling for all undergraduate, graduate, and cross-listed courses for the School of Music, using Scientia
Assigns classrooms for scheduled courses using initiative and judgement to resolve potential future problems concerning classroom suitability for diverse instructor and course requirements, issues affecting mobility-impaired instructors, and issues involving complex teaching schedules that require ingenuity in resolving;
Creates and updates job aids, maintains departmental documents and lists as appropriate
Provides reception coverage on an as-needed basis
Consequence of Error/Judgement
Exercises initiative, tact and discretion in the performance of duties. Inability to maintain a professional manner and errors in information, judgement and poor customer service will result in significant reputational losses. Errors in judgment may adversely affect the image and reputation of the School of Music and its faculty and staff.
Reports to the Manager, Administration
May assign tasks to WorkLearn students and volunteers
High School graduation, plus one year of post-secondary education, plus three
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
Training and/or experience in administrative office procedures and practices.
Knowledge of UBC policies and procedures preferred; experience working in a Canadian post-secondary education setting is an asset.
Demonstrated ability to prioritize work, multi-task and work under pressure to meet deadlines in a busy environment, exercising confidentiality, sensitivity, tact and discretion.
Demonstrated ability to take initiative and exercise good judgment.
Ability to analyze problems, identify key information and issues, and effectively resolve.
Ability to comprehend and interpret policies, manuals, handbooks, and reports.
Ability to identify and correct missing and incomplete data
Ability to prepare and adjust schedules to accommodate all requirements
Ability to obtain and disseminate information effectively with individuals from all levels of the University and the external community.
Ability to maintain accuracy and attention to detail.
Strong interpersonal skills and ability to work independently within a team environment, and a willingness on occasion (3-4 times/year) to work flexible hours.
Ability to operate a range of office equipment (telephone, computer, printer, photocopier etc.)
Ability to effectively use word processing, spreadsheet, database and presentation applications at an intermediate level (e.g., MS Teams, Outlook, Word, Excel, PowerPoint; Adobe Acrobat Pro).