Staff - Union

Job Category CUPE 2950

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

Job Title Senior Program Assistant, BPSc Program

Department Bachelor of Pharmaceutical Sciences Support | Faculty of Pharmaceutical Sciences

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

Posting End Date April 21, 2023

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 Faculty of Pharmaceutical Sciences offers several academic programs including the Bachelor of Pharmaceutical Sciences (BPSc), Entry-to-Practice (E2P) Doctor of Pharmacy (PharmD) program, the Flexible PharmD program, the Vancouver Summer Program, and is currently developing new programs at the graduate levels. The Office of the Associate Dean, Academic, provides internal leadership to the Faculty on academic affairs; leading activities as they pertain to teaching and learning, overseeing standards for admissions and student progress, ensuring the curriculum meets the needs of the program and standards of the profession, ensuring adherence to University and Faculty policies regarding academic matters, and promoting faculty educational research activities.

This position is responsible for providing administrative program support for the planning and delivery of the BPSc program. The incumbent supports the day-to-day administration
of all aspects of the program, including student support and communications with faculty. They are required to liaise closely with students, faculty, and staff. The Program Assistant
works closely with the Program Manager, BPSc, as well as the Program Director, BPSc, Course Coordinators, and the Faculty\xe2\x80\x99s Enabling Units. Additionally, the Program Assistant, BPSc may be called upon to support other projects within the Faculty\xe2\x80\x99s Academic Portfolio, as needed.

Organizational Status
Reports to the Program Manager, BPSc.

Work Performed

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  Provide day-to-day administrative program support for delivery of the BPSc program.
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  Respond to complex inquiries by telephone, email, and in-person, and provides information of a complex nature to students, faculty, staff and other stakeholders.
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  Coordinate program related meetings as required: contact stakeholders; prepare documentation (agenda, minutes, etc.); AV requirements, video- or tele-conferencing; and book suitable rooms.
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  Coordinate the logistics, planning and implementation of events and meetings (Power Ups, Imagine UBC, Career Exploration event, etc.), while ensuring that tasks are appropriately completed.
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  Liaise with student leaders and other stakeholders to ensure successful delivery of student orientation events and programs such as Imagine UBC, Jump Start, and the BPSc Peer Mentorship Program.
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  Maintain and update database(s) with information for students (e.g., in the BPSc Program Information Hub on Canvas), and for faculty (e.g., in shared electronic folders).
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  Support the course scheduling process; relaying course information to all appropriate stakeholders (e.g., Course Coordinators, Instructors, Graduate Teaching Assistants, and students), as necessary.
• 
  Create and disseminate materials to student, staff, and faculty, and external stakeholders through email and platforms such as Canvas, MS Teams, etc.
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  Maintain and update curricular and program materials in the program management system and shared drives.
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  Creates surveys in Qualtrics.
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  Ensure that all deadlines are met in a timely fashion, while keeping the Program Director and Program Manager informed of any obstacles and delays.
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  Perform administrative duties such as drafting correspondence, updating manuals, preparing minutes for the program Committees, and ensuring that the program specific pages on the Faculty website and the BPSc Student Information Hub are up-to-date.
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  Coordinate and liaise with other Faculty units to delivery program activities, as required.
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  Provide input into program policies and procedures, and implement administrative procedures for the BPSc program.
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  Coordinate orientations and course set-up for Course Coordinators.
• 
  Assist in logistical arrangements and delivery of assessments including the coordination and scheduling of assessments, communicating assessment related information to students and Course Coordinators, etc.
• 
  Order supplies and maintains the program office, keeps inventory of supplies.
• 
  Perform other related duties as required.

Consequence of Error/Judgement
The incumbent is responsible for the day-to-day administration of the BPSc Program. Work must often meet tight deadlines and the incumbent will be expected to respond well to unexpected circumstance as well as exercise independent judgement. The incumbent must demonstrate exception interpersonal skills when dealing with stakeholders. Errors related to the program administration, coordination of services for students, or logistical coordination supporting course coordinators and instructors could affect the curriculum timeline and student progress. Errors in accuracy and judgement could reflect negatively on the BPSc Program, the Program Manager, the Program Director, the Associate Dean, Academic, the Office of the Dean, the Faculty and the University.

Supervision Received
Works independently under directives from the Program Manager, BPSc, the Program Director, BPSc, and Course Coordinators.

Supervision Given
This position may formally train new staff on work procedures, and/or oversees work of students and/or 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.

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  Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own
• 
  Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

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  Effective verbal and written communication, interpersonal and organizational skills are critical.
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  Ability to:
  • 
    prioritize work and to meet deadlines,
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    be adaptable and coordinate various projects,
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    exercise tact and discretion,
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    maintain accuracy and attention to detail,
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    take and transcribe minutes,
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    compose correspondence using clear and concise business English,
  • 
    work both independently and within a team environment.
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  Must be able to function effectively in a typical office setting, and be able to operate a normal range of office equipment.
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  Effective use of word processing, spreadsheet, database, presentation and Internet applications at an intermediate level.
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  Must be comfortable working with ambiguity and change.
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  Knowledge of University and Faculty student-related policies and procedures are an asset.