Senior Program Assistant, IA

Job title: Senior Program Assistant, IA

Job description: Staff – Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried – Sr Program Asst-Gen (Gr9)

Job Title Senior Program Assistant, IA

Department Pharmacy Practice Centre Support | Faculty of Pharmaceutical Sciences

Compensation Range $4,815.00 – $5,371.00 CAD Monthly

Posting End Date March 1, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

This role is expected to start at Grade 9 Step 1 ($4,815 monthly).

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 Entry-to-Practice (E2P) Doctor of Pharmacy (PharmD) program. This position is responsible for providing administrative support for the planning and delivery of PHRM 252 (Administration of Injections course) and Integration Activities (IA) in the E2P PharmD program.

The incumbent supports the day-to-day administration of all aspects of the components listed above, including student support and communications with faculty. They are required to liaise closely with on-site students, faculty, and staff. The Senior Program Assistant, IA works in a team with the IA Program Manager and IA Faculty members. They will also work closely with other groups in the Faculty such as the E2P Senior Program Assistants and the Educational Technology team.

Organizational Status
Reports to the Integration Activities Program Manager.

Work Performed

SCHEDULING TASKS

1. Administer curricular and course materials in the program management systems (i.e., learning management system (Canvas), OneDrive, Microsoft Teams).

2. Coordinate the course scheduling process (i.e., creation and maintenance of the course timetable); relaying course information to instructors, graduate teaching assistants, and students when necessary.

3. Coordinate the scheduling of external instructors and contractors (e.g., Pharmacist Facilitators) for IA and PHRM 252 sessions.

4. Liaise with educational leaders and the Educational Technology & Learning Designs Team to ensure that course content and schedules are current and up-to-date in the Learning Management System (LMS).

5. Communicate in-term changes to the course schedule with all necessary stakeholders (e.g., Educational Technology & Learning Designs, Student Services, students, etc.).

6. Responsible for all the logistics (e.g. rooms, equipment, etc.) for sessions and assessments.

COURSE SUPPORT

1. Coordinate course offerings, develop timetables, make arrangements for examinations, and relay information to students, instructors, and guest lecturers.

2. Assist with the ongoing maintenance, development, and improvement of electronic database(s) for students (e.g., in the LMS) and for faculty (e.g., in shared electronic folders).

3. Perform financial duties such as invoicing, reconciling accounts, and facilitating payments for guest lecturers and contractors.

4. Assist with the development and submission of budget requests for the IA program and PHRM 252 course.

5. Pro-actively liaise with educational leaders with regard to their administrative support needs.

6. Prepare course related materials (e.g., student handouts, learning resources, injection supplies, etc.) according to the course schedule.

7. Act as a resource person for Integration Activity Lab, Cases, and Tutorial Sessions, and PHRM 252. Responsible for materials and room preparation, before and after, each activity.

8. Ensure teaching sessions run according to the instructional design and troubleshoot during the sessions (e.g., assisting with AV/IT equipment; training to be provided).

9. Liaise with the Office of Educational Assessment to ensure assessment materials are prepared according to the course schedule.

10. Coordinate the administration of assessments, including preparing and communicating assessment instructions, coordinating GTA invigilation, coordinating schedules, and applying assessment policies and procedures.

11. Communicate assessment results to students via the LMS.

12. Delegate and supervise course support tasks to graduate teaching assistants (GTA) and/or Work Learn students, review the completed work to ensure accuracy, and follow-up on tasks as required.

13. Coordinate course-related meetings as required, including contacting all internal and external stakeholders; preparing documentation (agenda, minutes, reports, etc.); arranging video- or tele-conferencing; and booking suitable rooms.

FACULTY AND STUDENT SUPPORT

1. Respond to complex inquiries by telephone, email, and in-person, and provide information of a complex nature by following the Faculty guidelines, to students, instructors, and the public.

2. Work with the Office of Student Services and the IA Program Manager to coordinate the scheduling and delivery of sessions for students with Centre for Accessibility (CFA) accommodations and approved academic concession requests.

3. Assists with the recruitment and hiring of work learn students and contractors (e.g., Pharmacist Facilitators) by creating and coordinating the posting of job descriptions, scheduling interviews, participating on selection panels, preparing follow-up documentation, and organizing training workshops.

4. Coordinate orientations for instructors, teaching assistants, work learn students, and guest lecturers.

5. Perform other related duties as required.

Consequence of Error/Judgement
The incumbent is responsible, along with other staff members, for the day-to-day administration of PHRM 252 and IA in the E2P PharmD program. It is critical that student issues and records are dealt with confidentiality and conscientiously, and that students are given accurate information regarding their program, since mistakes can have significant negative long-term impacts. Errors related to the coordination and supply of course material, coordination of services for students, or logistical coordination supporting instructors could affect the curriculum timeline and student progress. Errors in accuracy would reflect negatively on the IA Team, the E2P PharmD Program, the Faculty, and the University.

Supervision Received
Works independently under directives from course coordinators, IA leads, and the Integration Activities Program Manager.

Supervision Given
Supervises up to and including five (5) temporary staff, students (Work Learn and GTAs), and/or volunteers.

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

Effective verbal and written communication, interpersonal and organizational skills are critical.

Ability to:

Prioritize work, multi-task, work under pressure, and meet deadlines,

Maintain accuracy and attention to detail,

Exercise tact and discretion,

Ability to communicate effectively verbally and in writing,

Work both independently and within a team environment,

Maintain confidentiality and conduct oneself with a high degree of professionalism,

Availability to work from 7:30am-3:30pm is required,

Availability to work evenings as required.

Must be able to function effectively in a typical office setting and must be able to operate a normal range of office equipment, use word processing, spreadsheet, database, presentation and Internet applications at an intermediate level.

Knowledge of University and Faculty student-related policies and procedures are an asset.

Must be comfortable working with ambiguity and change.

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