Job Description

Staff - Union

Job Category CUPE 2950

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

Job Title Senior Program Assistant, JRNL

Department Administrative Support | School of Journalism, Writing and Media

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

Posting End Date July 25, 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, and is essential to fostering an outstanding work environment. 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 School of Journalism, Writing, and Media (JWAM) is a unit focused on innovative research and teaching in journalism and media, writing, and communication, with programs and courses for undergraduate and graduate studies in Journalism and Writing Studies. Contributing to the development of scholarly and professional journalistic communication and media competencies across and beyond UBC, the School creates unique opportunities for students to succeed as practiced writers, journalists and media professionals in an era of significant shifts in communication technology and culture.

This position provides complex student support to both the Master of Journalism Program and the minor in Journalism and Social Change in the School of Journalism, Writing, and Media by providing front-line assistance to incoming, current and prospective students; coordinating admissions, graduation, awards, scheduling, and registration processes, and supporting the activities of various Journalism program committees, including events and some communications.

The incumbent is expected to have a thorough knowledge of Department, Faculty of Arts, Faculty of Graduate and Postdoctoral Studies (G&PS), and University policies and procedures. They must demonstrate effective interpersonal skills in dealing with faculty, undergraduate and graduate students and are responsible for responding to all incoming and current graduate students\' complex inquiries about the Master of Journalism program or the minor in Journalism and Social Change. An ability to work independently and exercise good judgement in a high volume and fast-paced environment is required.

Organizational Status

Reports directly to the Manager of Administration and works closely with the Journalism Program Manager and the Coordinator for the minor in Journalism and Social Change. The incumbent interacts and communicated with faculty, students, staff, alumni, department visitors, and staff from other units across campus.

Work Performed

Program Support (80%)

• Acts as the first point of contact and provides information (by email, phone, and in-person) to prospective students on all aspects of Master of Journalism program and the minor in Journalism and Social Change. Corresponds extensively with student applicants, advising on all aspects of the application process, including admissions criteria, application requirements, and program requirements.
• Oversees the coordination of courses including course offerings, developing timetables, logistics for examinations, setting up course evaluations, supporting the articulation process and ensuring information is appropriately disseminated to departments, instructors, and students.
• Provides administrative support for onboarding and orientation of incoming students.
• Provides logistical, clerical, and technical support to the program. Participates in strategic program development and unit projects, suggests new ideas for consideration and development, and provides input into program policies.
• Updates and maintains content for the Programs\xe2\x80\x99 websites.
• Coordinates all aspects of graduate program admissions, including receiving, organizing and evaluating application materials; preparing and forwarding complete application files to the Admissions Committee for review and decision, highlighting applications requiring special assessment.
• Oversees the administration of Admissions Committee decisions; prepares and distributes official rejection and acceptance letters. Communicates with applicants regarding their application and related entrance award processes.
• Implements and maintains a departmental student progress tracking system and coordinates regular assessment of student progress. Ensures students are informed of program deadlines and requirements in consultation with Program Manager.
• Reviews students\' eligibility for graduation, confirming eligibility with G&PS and ensuring graduation lists are correct.
• Advises students on award competitions and grant opportunities, coordinates and organizes applications, checking applications for accuracy and eligibility, including analyzing transcripts for years of study, GPA, authenticity etc. Ensures application documents are properly processed and distributed to the G&PS and/or relevant committee. Processes, monitors and tracks all sources of student awards and grant funding.
• Keeps updated class lists of courses in the minor in Journalism and Social Change and works closely with the Coordinator to ensure that students take the necessary number of credits/courses to successfully complete the minor.
• Coordinates with undergraduate support staff in other departments to update them on proposed courses and/or seat availability in existing courses.
• Prepares graduate program reports, statistics and produces other internal and external reports as required. Analyzes data and produces periodic updates on admissions, enrolment, funding and graduates for department and faculty reviews, and for program development and diversification.
• Coordinates student files, including coordinating storage, retrieval, archiving and appropriate destruction of materials. Ensures that documents are handled according to university policies on privacy and confidentiality. Maintains database of Journalism student alumni.
• Acts as a liaison between JWAM and G&PS to ensure department procedures are updated and align with G&PS changes. Attends graduate secretary meetings, seminars and workshops given by G&PS to maintain proficiency in areas of rapidly changing information.

Administration (20%)

• Supports the hiring process for Adjunct Professors and student assistants including document management, drafting offer letters, communicating with new employees, and entering information into ISIS and other UBC systems, creating employee profiles on school website(s), and liaising with Arts ISIT.
• Assists with the JRNL program committee activities including minute-taking.
• Provides occasional coverage for general administrative and front desk duties including requesting keys, submitting maintenance requests, and processing student and/or faculty hires in Workday.
• Performs other related duties as required.

Consequence of Error/Judgement

This position is an important channel of communication between members of JWAM (faculty, staff, students), and prospective students, potential hires, and special visitors. The ability to exercise diplomacy and discretion at all times is essential to uphold the reputation of the school, retain faculty and staff, and attract new members. Errors could have negative budgetary consequences, result in lost opportunities or damage the reputation and credibility of the school and the University.

Supervision Received

Work is performed within authorized prescribed limits and/or an approved plan.

Supervision Given

Formally trains new staff on work procedures and/or may contribute to the oversight 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.

- 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

Familiarity with graduate programs, and/or previous UBC experience an asset. Capable of applying broad knowledge of policies and procedures, compose routine correspondence and prepare reports. Ability to communicate effectively in verbally and in writing. Ability to prioritize workload and multi-task to achieve positive outcomes in line with the strategic objectives of the program.

Ability to well under pressure and to respond to changing priorities and multiple deadlines, both independently and in a team environment. Ability to exercise tact, discretion, integrity, good judgment, critical problem solving and resourcefulness. Ability to demonstrate innovative and independent thinking and to take a proactive approach especially when handling non-routine matters.

A high level of interpersonal skill is required to provide assistance and emotional support to individuals who are under stress or in crisis, showing empathy and sensitivity; actively listen and probe for information to clarify complex requests; and provide interpretation of a complex nature. Ability to remain calm under pressure.

Previous experience with journalistic/communications environment is an asset. Ability to effectively use MS Office.

Collaborative approach to work; enjoys being part of a team environment.

University of British Columbia