Undergraduate Programs Assistant

University of British Columbia•Vancouver, BC

1d•CA$4,449 - CA$4,676•Onsite

About The Position

Responsible for a variety of complex tasks in connection with the administrative functions of the Economics undergraduate programs (Major/Minor/Honours/Combined Majors). Supports the academic success, development, and retention of approximately 1000 domestic and international students. Works collaboratively with the Directors of Undergraduate Studies and Senior Undergraduate Programs Assistant. Provides administrative support to the Directors of Undergraduate Studies, Honours Advisor and other faculty advisors. Serves as an initial point of contact for students, providing them with information, support, and further directing inquiries as needed.

Requirements

High School graduation, plus one 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

Nice To Haves

Proficiency in MS Productivity Suite (Word, Excel, Powerpoint).
Experience and knowledge of UBC academic systems.
High level of initiative, independence and the ability to assess and implement the work required.
Initiative to plan and complete new and recurring assignments independently.
Ability to interpret the position’s responsibilities and carrying them out with minimal supervision.
Ability to prioritize and deal with potential problems in a high-workload environment.
Attention to detail and consistency.
Ability to identify the relevant School, Faculty, and University policies, and communicate them in a clear and professional manner in both oral and written form.

Responsibilities

Coordinates in all aspects of admissions, applications processing, offers and refusals, program declaration, and recruitment activities.
Coordinates in scheduling for all ECON undergraduate, cross-listed, CAP, special programs, and online courses (160+ sections per year). Schedules labs and discussion sections.
Monitors ECON course registrations, prerequisites and other registration eligibility of students. Removes ineligible students and registering students according to priority and different Faculty program requirements. Responds to queries regarding registration into undergraduate ECON courses.
Coordinates exam schedules for all undergraduate ECON classes, assisting as a liaison between faculty and Enrollment Services to ensure a seamless exam process.
Responds to student inquiries (in person, email and telephone) and answers complex questions about registration, program requirements, admission, promotion and continuation, misconduct, and career opportunities, etc. Recognizes students’ concerns either personal or academic, provides general guidance, and connects them with support services as needed.
Supports students in making informed decisions associated with their academic program by citing school guidelines and program documentation.
Coordinates the final exam viewing process. Supervises exam viewing appointments. Ensures strict adherence to privacy and security protocols regarding sensitive examination materials.
Confirms economics undergraduate students’ graduation eligibility to Faculty Advising Offices. Prepares specialized documentation for students, including Program Completion letters, pending status confirmations, and other support letters as required.
Assists the VSE Academic Integrity Coordinator in the handling of student misconduct cases by attending case meetings and taking notes, ensuring secure handling and storage of relevant documents, and documenting case progression and resolution.
Maintains and update of departmental email lists for graduates and current students.
Liaises with the Vancouver School of Economics Undergraduate Society.
Under the direction of Academic Director for the Economics Learning Center (ELC), supervises the Work Learn student coordinator, and 15 to 20 volunteer student assistants.
Prepares awards and scholarships recommendations for the Directors of Undergraduate Studies and the Honours Advisor. Interprets faculty-recommended awards and scholarship descriptions and University policies, ensuring recipients meet the scholarship eligibility and criteria.
Coordinates all aspects of change of grade forms for undergraduate ECON courses.
Coordinates advising appointments for Director of Undergraduate Studies, Honours Advisor and other faculty advisors.
Assists in preparation of curriculum change forms as needed and ensures dissemination occurs through the proper channels.
Maintains files and documentation of economics undergraduate programs. Assists in compiling statistical information and reports on admissions, scholarships, course enrolment etc.
Monitors and audits the Workday system for data discrepancies or functional errors related to Economics program requirements and course data; identifies and reports systemic issues to the Manager and Faculty Advisor to ensure accurate degree navigation and departmental data integrity.
Develops and implements new administrative systems for data entry, file management, and registration processing to improve workflow.
Maintains the procedures manual for this position.
Performs other duties as required.