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Note: Applications will be accepted until 11:59 PM on the Posting 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 Senior Program Assistant, Student and Program Services provides complex administrative coordination for graduate and undergraduate programs and student services across the School of Community and Regional Planning (SCARP). The position brings together academic program administration, student support, recruitment, professional development and experiential learning activities, and accreditation and assessment support.

The incumbent coordinates program workflows, establishes administrative priorities and timelines, interprets academic requirements and established policies, and investigates and resolves non routine administrative issues affecting applicants, students, faculty and program partners. The position maintains accurate records, coordinates interdependent processes and develops administrative procedures to support consistent service across programs. The role supports SCARP’s graduate programs, the Joint Major in Urban Studies with Geography, and activities involving Go Global, the Vancouver Summer Program and Future Global Leaders.

Organizational Status
Reports to the Administrator, School of Community and Regional Planning. Works closely with Program Chairs, graduate advisors, admissions committees, faculty, instructors, students and other School staff. Liaises with the Department of Geography, the Faculty of Graduate and Postdoctoral Studies, APSC Academic Services and Shared Services teams, and other University units to coordinate program processes and resolve administrative matters. Maintains operational relationships with alumni, internship providers, employers and community partners.

Work Performed
Academic Program Administration and Student Support

• Coordinates complex graduate and undergraduate administrative workflows, including admissions, records, progression, graduation reviews, teaching assistant and curriculum administration. Establishes priorities, timelines and dependencies and follows through on outstanding actions.
• Investigates student concerns and non routine registration, progression and program issues. Reviews records, interprets academic requirements and policies, obtains relevant information and coordinates resolution within established authority. Prepares cases requiring academic judgment or exceptions for approval.
• Administers undergraduate processes for the Joint Major in Urban Studies with Geography, resolving course and registration issues and communicating procedural requirements and approved outcomes.
• Reviews graduate milestones and graduation documentation, identifies missing requirements and coordinates follow up. Maintains confidential student records, investigates discrepancies and prepares enrolment, progression, completion and graduation reports.
• Coordinates admissions schedules, application reviews, committee materials and applicant communications. Interprets requirements, investigates non routine inquiries, resolves documentation and timeline issues and prepares admissions and yield statistics.
• Coordinates graduate teaching assistant recruitment, onboarding, appointment documentation and records across courses; resolves administrative discrepancies and tracks completion with faculty and service teams.
• Supports approved course and curriculum changes and Teaching and Learning Committee processes. Coordinates School scheduling inputs, room requirements and communications with APSC Academic Services, which leads scheduling and associated system processes.
• Admissions recommendations and decisions, graduation eligibility, teaching assistant allocations, selections and appointment approvals remain with faculty and designated authorities.

Program Coordination and Student Initiatives

• Coordinates orientation, onboarding, engagement, recognition and community building activities, including schedules, facilities, materials, contributors, communications and administrative follow through.
• Coordinates assigned activities involving Urban Studies, Go Global, Vancouver Summer Program and Future Global Leaders; clarifies requirements, organizes work across units and resolves administrative or communication issues.
• Coordinates recruitment events, information sessions, open houses and outreach; distributes approved information, responds to prospective students and arranges follow up.
• Coordinates MCRP professional development workshops, seminars, networking and mentorship activities. Maintains operational relationships with students, alumni, practitioners, employers and community partners and coordinates participation and arrangements.
• Administers MCRP internship course documentation for PLAN 527, tracks requirements and deadlines, coordinates students and providers, and resolves routine administrative issues. Refers academic or exceptional matters to Program Chairs.
• Supports student led initiatives, belonging and wellbeing; responds sensitively to concerns and refers students to appropriate resources. Tracks participation, feedback and outcomes and recommends administrative improvements.

Accreditation Assessment and Program Operations

• Coordinates MCRP accreditation and program review documentation, contributors and deadlines; follows up on missing or inconsistent information and maintains supporting records.
• Compiles and checks student, alumni, employer and stakeholder survey information and program data; prepares statistical summaries and assessment reports. Tracks review recommendations and assigned administrative follow up. Faculty retain responsibility for accreditation interpretation, academic assessment and program direction.
• Develops and maintains administrative procedures, guides and manuals within established policies. Identifies recurring issues and process gaps, recommends improvements and implements approved changes with the Administrator, Program Chairs and service partners.
• Coordinates SCARP and Shared Services administrative handoffs, clarifies requirements, follows up on outstanding actions and provides operational advice informed by records and workflow experience.
• Maintains accurate program records, reporting files and procedures, ensuring authorized access and handling in accordance with university requirements.
  

Consequence of Error/Judgement
Exercises considerable judgment, initiative, tact and discretion in interpreting information, coordinating competing requirements and resolving non routine administrative matters across programs. Determines the information needed to investigate issues, identifies inconsistencies and selects appropriate administrative action within established policies and delegated authority. Recognizes when academic decisions, exceptions or unresolved policy interpretation require referral and provides sufficient background for informed review.

Errors in advice, records, deadlines or administrative coordination could delay admissions, registration, progression, graduation reviews or teaching assistant appointments; disrupt student participation and program delivery; compromise accreditation documentation; or adversely affect relationships with students, faculty and external partners. Inappropriate handling of confidential information could affect privacy and trust. The incumbent is responsible for checking information, documenting administrative follow up and communicating accurately and promptly.

Supervision Received
Works independently under broad direction from the Administrator. Plans and prioritizes work across recurring program cycles and changing operational needs, coordinates workflows and resolves administrative problems within established policies and procedures. Consults with Program Chairs, graduate advisors and appropriate University units when matters involve academic decisions, exceptions, unclear policy requirements or issues beyond delegated authority. Academic, admissions, curriculum, accreditation and strategic decisions remain with designated faculty and approval bodies.

Supervision Given
May formally train and provide work direction to student employees, temporary staff, volunteers and other support personnel assigned to program activities. Explains procedures, systems and administrative requirements and provides guidance on completing assigned work.

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

·         High school graduation plus two-year post-secondary diploma, preferably in business administration, public administration, or a related discipline.

·         Minimum four years of related experience, or an equivalent combination of education and experience.

·         Experience supporting faculty recruitment and academic personnel processes.

·         Experience coordinating committee and governance activities.

·         Experience working in a post-secondary education environment.

·         Experience supporting teaching assistant or instructional administration processes.

·         Experience working with confidential personnel information.

·         Strong organizational and project coordination skills.

·         Ability to interpret and apply policies, procedures, and collective agreements.

·         Ability to communicate effectively verbally and in writing.

·         Ability to prioritize multiple competing deadlines.

·         Proficiency with Microsoft Office applications and administrative information systems.