Student Programs Assistant

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 Department of Statistics is a thriving academic and research unit within the Faculty of Science and a leading international centre for statistical science. We take pride in our growing undergraduate programs and vibrant graduate program, which have positioned us as a hub for innovation in statistics and data science education. We are aspirational and forward-thinking unit, proud of our innovative undergraduate and graduate programs that consistently push the boundaries of statistical science and data science education.

Join our dedicated team as a Student Programs Assistant. This role is ideal for those passionate about higher education and student services, contributing to a collaborative environment. As an integral member of our student support operations, you will coordinate undergraduate courses and programs, guiding students through their academic journey and fostering an inclusive environment.

Organizational Status

The Student Programs Assistant will report to the Director of Finance, HR, and Operations. You will work independently and be part of a team that supports academic programs and faculty members. You will interact daily with students from different fields in the Faculty of Science and broader University community.

Given the private nature of the data you will handle, a strict adherence to confidentiality and respect for privacy is paramount.

Work Performed

Student Services:

• Provide first-level administrative support to students, addressing inquiries and guiding them through departmental procedures.

• Interpret and manage complex student requests and issues related to course logistics, including accommodation requests and referrals to appropriate university services.

• Assist students with registration challenges for lectures, labs, and tutorials.

• Respond and resolve student queries regarding grades.

• Resolve scheduling conflicts and manage course waitlists.

• Communicate professionally and confidentially through various channels including email, phone, and in-person or online meetings.

Course Coordination:

• Coordinate the scheduling and administrative functions of both undergraduate and graduate courses.

• Monitor class sizes and enrollment trends, making informed recommendations to the Department Head to optimize course offerings.

• Serve as the departmental Timetable Representative, coordinating with various university units to schedule courses and secure classrooms.

• Maintain and support instructional technologies such as Canvas and JupyterHub.

• Ensure the accuracy of course information before it is published on University websites.

• Collect and maintain course outlines and ensure that student program information is current on the departmental website.

• Coordinate exam schedules and manage the distribution and printing of exams.

Student Appointments:

• Coordinate the recruitment and hiring of teaching assistants (TAs) and undergraduate research positions.

• Collaborate with faculty, the Department Head, and the Director to develop hiring plans for TAs and research assistants.

• Contribute to the screening and evaluation of candidates.

• Manage performance evaluations and address any performance-related issues.

• Maintain and update databases, analyzing necessary data for budget planning or reporting.

• Review and update job descriptions and terms of reference as needed.

Other Duties:

• Performs other related and evolving duties in keeping with the qualifications and requirements of the role

Consequence of Error/Judgement

The Student Programs Assistant plays a key role in addressing academic concerns and in the administration of the Departments undergraduate courses. Any oversights, omissions, or errors could have a detrimental effect on students' admission, degree progress, and completion. It is critical for them to exercise considerable judgment and independence based on a detailed knowledge of policies, procedures, guidelines, and regulations. Moreover, as they have access to sensitive student data, they are expected to provide confidential and tactful student services support. Errors in judgment may result in adverse impact on programs, teaching, study, and financial plans for the Department, Faculty and students.

Supervision Received

Works independently with general direction of Chairs of the Undergraduate Development and Enhancement Committee in the Department of Statistics, the faculty members teaching the courses supported by this role, and Director.

Supervision Given

Will provide functional supervision for undergraduate and graduate teaching assistants and undergraduate research assistants.

Minimum Qualifications

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

Preferred Qualifications

Interpersonal Skills:

• Ability to make thoughtful, informed, and thorough decisions

• Effective diplomatic and interpersonal skills

• Ability to exercise sound judgment

• Ability to listen actively and attentively, and obtain clarification as required

• Ability to deal with a diversity of people in a calm, courteous, and effective manner

• Ability to approach interactions with an awareness of sensitive issues. e.g., issues concerning specific cultures.

• Ability to guide parties with differing opinions to consensus

• Ability to develop and maintain cooperative and productive working relationships

• Ability to work effectively with minimal supervision

Communication:

• Excellent verbal and written communication skills

• Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English

• Ability to select the most effective communication media for a situation

• Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals

• Ability to accurately proofread for spelling, grammar, and punctuation

• Ability to exercise tact and discretion

Organizational Skills:

• Excellent planning skills

• Ability to investigate and synthesize complex information

• Ability to be thorough, accurate, and have a high level of attention to detail

• Ability to effectively manage multiple tasks and priorities

• Ability to take initiative and to work independently as well as in a team environment

• Ability to work under pressure and manage a number of projects concurrently

• Ability to develop and implement policies and procedures

• Ability to understand and apply policies, procedures, and instructions.

• Ability to analyze and redesign workflow/business processes to make them more efficient and effective

• Ability to analyze problems, identify key information and issues, and effectively resolve them

• Ability to identify and correct missing and incomplete data

• Ability to anticipate problems and issues and plan ahead

• Ability to prioritize and work effectively under pressure to meet deadlines

• Ability to create and accurately maintain record and filing systems

• Ability to gather, record, and organize information

Technical Skills:

• Ability to read and comprehend technical material

• Ability to prepare complete, concise, and understandable technical documentation

• Ability to learn new software programs

Knowledge and Experience:

• Hands-on experience with Student Workday and Canvas

• Prior experience working as a teaching assistant is preferred, particularly at UBC and/or for STAT/DSCI courses