Posted on
Staff – Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried – Support Services Assistant II Job Title Undergraduate Academic Programs Assistant Department UBCO | Administrative Support | Okanagan School of Education | Faculty of Education Compensation Range $4,695.00 – $5,385.00 CAD Monthly Posting End Date August 27, 2024 Note: Applications will be accepted until 11:59 PM on the Posting End Date. 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 Description Summary The Undergraduate Assistant provides a wide range of personal and confidential administrative and secretarial support to the Director of Undergraduate Programs and Faculty Advisors within the Okanagan School of Education. This position requires a thorough knowledge of Schools policies and procedures and office administration as well as protocols for working with school district administrators and other teaching organizations. The Undergraduate Programs Assistant must have the ability to work independently, professionally, and proactively and must have outstanding judgment and be able to act with tact and discretion. This position must have a keen interest in outreach and assisting the Okanagan School of Education to develop strong relationships with partner schools and school districts. The Undergraduate Assistant provides administrative support to prospective and enrolled undergraduate students, and to teachers seeking Ministry of Education s Teacher Regulation Branch (TRB) recertification and/or completion of Teacher Qualification Service (TQS) requirements. Acts as the first point of contact providing information and guidance on admission requirements and related policies and procedures. Supports and enhances the access, academic success, personal development and retention of undergraduate students. Manages qualifications and eligibility for the Bachelor of Education progarm and the Developmental Standard Teaching Certificate (DSTC). Provides administrative support for undergraduate programs. Organizational Status The Undergraduate Assistant works closely with the School Experience team including Faculty Advisors and Faculty Mentors, with initiative and considerable autonomy under the general supervision of the Director of Undergraduate Programs and under the general direction of the Director, Okanagan School of Education . This position liaises extensively with faculty, support staff, student services personnel, admissions and enrollment services across both campuses, teacher candidates, faculty advisors, mentor teachers, school districts and practicum sites. Consults with the TRB on a regular basis. Reports to the Okanagan School of Education Faculty Administrator. Work Performed Assists School Experience Program by: – Providing secretarial and administrative support. – Assisting with teacher candidate assignments and keeping accurate records of placements and practicum performance. – Assisting in coordinating local and international practicum placement requests and assisting with placement of teacher candidates; ensuring teacher candidate synopses are current. – Arranging and coordinating information sessions and meetings for teacher candidates, school district personnel, faculty advisors and recruiters. – Gathering and assembling information and assisting with practicum reports, including summary of all practicum placements for review by the Director s review. – Collecting teacher candidate fees and submits to faculty administrator. – Ensuring teacher candidate and faculty advisor criminal record check documentation is collected and up to date. – Preparing faculty advisor expense claims. – Processing and reconciling School Experience expense claims, travel requests, payment vouchers, and OPT reconciliation. – Planning and coordinating all teacher candidate practicum events including: Transition to Teaching, Lunch & Learn workshops and Faculty Advisor Meet & Greet. – Assisting in coordinating orientation sessions for teacher candidates and faculty advisors. – Coordinating Pro-D day for teacher candidates. – Updating and maintaining all teacher candidate documents, including Field Guides, reporting forms, and other documentation. – Maintaining detailed records, databases and teacher candidate files. – Maintaining the School Experience webpages for teacher candidates, faculty advisors and mentor teachers. – Taking and transcribing meeting minutes. – Coordinating teacher candidate intake: initial communication, placement requests, and scheduling initial interviews. – Assisting in school employment transitions, coordinating recruitment, tracking Education graduates. – Coordinating mentor teacher appreciation initiatives. – Coordinating communication systems: mentor teacher e-news, faculty advisor memos, and weekly teacher candidate memos. – Collaborating with the Academic Advisor for Education regarding teacher candidate enrolment/withdrawals/interruptions. Assists Director of Undergraduate Programs by: – Providing secretarial and administrative support. – Preparing the Teacher Candidate handbook. – Preparing course timetable. – Collecting and filing course outlines. – Printing class lists and scheduling and storing of final exams. – Entering and tracking grades as required and maintaining student files. – Assisting with event planning. – Coordinating Undergraduate committee meetings, preparing agenda minutes and briefing materials as required. – Preparing expense claims for the Undergraduate Director. – Responding to routine telephone, in-person, emails, voicemail and mail inquiries and taking messages, scheduling appointments, and room bookings. Provides clerical duties for the Okanagan School of Education by: – Coordinating the Academic Calendar entry and responsible for the submission of updates to the UBC Okanagan School of Education undergraduate on-line calendar entry. – Preparing and submitting the undergraduate admission and curriculum changes/proposals to the appropriate committees for approval. – Reviewing student files to ensure students admitted on the Dean s discretion have fulfilled the admission requirements. – Coordinating Okanagan School of Education recommendations to BC College of Teachers and Teacher Qualification Service for professional teaching certificates for students successfully completing their program of study, including preparing transcripts and correspondence. – Assisting in coordinating on-campus workshops and recruiting events for students for pre-admission and admitted Education students. – Organizing annual on-site BC College of Teachers Certification Workshop students. – Managing and archiving of Okanagan School of Education student records and files. – Preparing Okanagan School of Education recommendations to TRB and the TQS for teaching certification for all education students successfully completing their program of study: ordering transcripts and preparing letters of recommendation for the Dean s approval. – Maintains information flow to students regarding notification of critical dates and deadlines (i.e. application and graduation deadlines, registration dates, etc.). – Performing reception duties and responding to faculty enquiries. – Processing forms such as travel requests, payment claims. – P-card holder and responsible for reconciling (expenses, supply orders, etc.). – Maintaining filing, records and bring-forward systems. Performs other related duties as required. Consequence of Error/Judgement Errors may impact on the effectiveness of the office, image, reputation and credibility of the Faculty of Education and Okanagan School of Education. Incorrect actions may damage the reputation and/or the careers of students, and lead to academic appeals or lawsuits. Accuracy and speed and the ability to meet deadlines are critical. Errors could result in unnecessary expenditures, which could cause financial hardship or missed opportunities for effective delivery of services to students, faculty, and staff. Supervision Received The Undergraduate Assistant s overall objectives are determined in consultation with the Director, Undergraduate Programs; within those guidelines, this position works independently, determining priorities as necessary. Guidance is received in matters of strategic significance. This position works under the general supervision of the Director, Undergraduate Programs and under the general direction of the Director, Okangan School of Education. The Undergraduate Assistant reports directly to the Okanagan School of Education Faculty Administrator. Supervision Given None. Minimum Qualifications – 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 – Completion of a two (2) year diploma in a relevant discipline; over four years of related administration experience or an equivalent combination of education and experience.- Knowledge of UBC systems, policies and procedures is an asset. – Ability to compose correspondence and prepare reports in clear, concise business English and to draft more complex correspondence for signature. – Proficiency with Microsoft Office (Word, Excel, Access, PowerPoint, Outlook, CS2, internet skills essential) and intermediate-level familiarity with web-development software. – Ability to type 60 wpm and to operate a normal range of office equipment. – Excellent interpersonal skills and problem solving skills. – Must have strong attention to detail, accuracy, and presentation of information. – Ability to manage multiple projects and tasks, to prioritize and organize effectively, and to meet established timelines without undue stress. – Ability to take and transcribe minutes. – Ability to maintain confidentiality and exercise judgment, tact and discretion, particularly while handling sensitive or confidential issues. – Ability to work both independently and as part of a team environment. – Ability to work after regular office hours for occasional faculty meetings and/or events. – Effective oral and written communication, problem-solving, interpersonal, multitasking and organizational skills. – Excellent customer service skills are essential. – Knowledge of University policies and procedures, and UBC Systems (SISC, FSC, FMS) an asset. – Knowledge of the BC public and independent schools systems an asset. – Must be able to work under pressure and to meet deadlines while being courteous and helpful. – Effective oral and written communication, problem-solving, interpersonal, multitasking and organizational skills. Effective oral and written communication, problem-solving, interpersonal, multitasking and organizational skills. Computer experience at an intermediate level required (Word, Excel, PowerPoint, Outlook, and Adobe CS2); ability to type 60 words per minute. Familiarity with Web-development software required. Strong attention to detail, accuracy, and presentation of information required. Excellent customer service skills are essential. Knowledge of university policies and procedures, and UBC Systems (SISC, FSC, FMS) an asset. Ability to work under pressure and to meet deadlines while being courteous and helpful. Available to work after regular office hours for occasional faculty meetings and/or events.Ability to work both independently and in a team environment, exercising tact and discretion while handling sensitive or confidential issues. The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.