Senior Program Assistant (Students)

University of British Columbia - Staff; Vancouver; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading university seeks a Senior Program Assistant to coordinate student programs and support Indigenous community partnerships. The role involves managing course logistics, student inquiries, and fostering collaborative relationships. Ideal candidates will have strong communication skills and experience in Indigenous contexts.

Qualifications

• Four years of related experience or equivalent education.
• Experience working with Indigenous communities preferred.

Responsibilities

• Coordinates course scheduling and student registration.
• Maintains relationships with Indigenous communities.
• Provides administrative support for community-based partnerships.

Skills

Communication

Organizational Skills

Interpersonal Skills

Education

High School graduation

Two year post-secondary diploma

Tools

MS Word

Excel

Outlook

Power Point

Teams

Job description

Staff - Union

Job Category CUPE 2950 Job ProfileCUPE 2950 Salaried - Sr Program Asst-Gen (Gr8) Job Title Senior Program Assistant (Students) Department CUPE Staff and Work Learn Students | Institute for Critical Indigenous Studies Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date May 28, 2025

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 Summary

The Senior Program Assistant (Students) works proactively and independently to coordinate all CIS programs in the areas of: course scheduling and student registration, student support, community partnership support, and curriculum submissions. Plays a role in maintaining ethical, collaborative relationships among students, staff, faculty, and Indigenous community partners, while ensuring the smooth and efficient delivery of the Institute’s academic programs.

The Institute for Critical Indigenous Studies (CIS) is an interdisciplinary research unit for Indigenous critical theory and politics, language revitalization, arts research, and applied social practice within the humanities and social sciences at UBC. In addition to providing institutional support for undergraduate and graduate education and a home for visiting scholars in the field, CIS fosters ethical research practices and meaningful partnerships with communities that further the social and political health, capacity, and self-determination of Indigenous peoples locally and globally. In addition to providing a home for undergraduate and graduate education and hosting visiting scholars, CIS fosters ethical research practices and meaningful partnerships that advance the health, capacity, and self-determination of Indigenous peoples locally and globally.

Organizational Status

The position reports directly to the Administrator of the Institute, and works closely with the Associate Director, Director, other staff , faculty, and students in the Institute.

Work Performed

CURRICULUM/STUDENT SUPPORT

-Serves as the first point of contact for students and responds to complex inquiries or challenges, assessing scope and providing timely support through knowledge of University resources. Providing timely, knowledgeable, and culturally sensitive support through familiarity with UBC systems and resources.

-Oversees the coordination of courses including course offerings, developing timetables, logistics for examinations, setting up course evaluations, supporting the articulation process and ensuring information is appropriately disseminated to departments, instructors, and students. This is done using various UBC systems including Scientia and Workday.

-Oversees students' registration status and assists students with registration problems. Advises students on complex transfer credit issues for incoming undergraduate applicants.

-Registers students in restricted courses and navigates wait list, pre-requisite and graduate section processes. Enters students' grades in Workday when needed.

-Coordinates the development, maintenance, and dissemination of resources relating to the Institute (e.g. Approved Course List, AIR site, etc.)

-Coordinates the compilation and analysis of enrolment data and reports back to the Director. Assists with the development and implementation of course schedules in consultation with the Director, Associate Director, and faculty in the unit.

-Researches and maintains current working knowledge of curriculum changes within the Institute's area of study, in support of the Associate Director and Director.

-Support efforts in the development of a graduate program.

-Coordinates efforts related to curriculum development and preparation of appropriate forms for

submission to the Faculty of Arts Curriculum Committee and the Senate.

-Liaises with Admissions and Registrar's Office to support non-degree students in the admissions process; facilitating information flow for third party billings; liaising with the First Nations bands to facilitate enrolment and fees payment.

-Liaises with the Musqueam Language Program (MLP).

- Updates and maintains content for Institute and Program websites, as well as and Arts Internal Resources (AIR) site.

-Supports staff to develops course and event posters, digital signage, website banners, and other course materials.

-Supports staff in planning and executing CIS student and alumni engagement events,

-Supports the development of Institute communication strategies;

Community-based partnerships/Place-based initiatives

-Maintains positive, reciprocal relationships with Indigenous communities, on-campus partners, and numerous off-campus organizations to facilitate collaboration as well as the development of new partnerships.

-Coordinates FNIS Research Practicum (FNIS 400) yearly call-out, mail-out, meeting, rehearsal, presentations, and supports the ethics process.

-Oversees community-based partnership processes such as: admission, registration, graduation and sponsorship billing, course scheduling, and events.

-Provides administrative support to existing and developing community-based partnerships and place- based initiatives.

Human Resources

-Participates in, and makes recommendations for, the development and implementation of policies and procedures for the Institute.

- Formally trains new staff on work procedures and oversees the work of students and/or temporary staff.

- Provides general office support as needed to ensure the day-to-day operations of the Institute.

-Performs other duties as required.

Consequence of Error/Judgement

The essence of the Institute for Critical Indigenous Studies is collaborative and meaningful relationships (student/faculty/staff/community) - any administrative error can damage this. The Institute relies heavily on the judgment of the incumbent. The accuracy, timeliness and presentation of information delivered have a direct impact on CIS profile and reputation. Errors in administrative processes, communication, or judgement can harm relationships with students, communities and institutional partners. Errors in judgment and lack of tact will directly reflect on the reputation and credibility of, and could lead to inconvenience and embarrassment to, CIS and the University.

Supervision Received

The Senior Program Assistant (Students) reports to the Administrator of the Institute for Critical Indigenous Studies. The incumbent is expected to work independently and in collaboration with staff,

faculty, and students. When unusual complexities arise, the incumbent is expected to consult with the Administrator, Associate Director and Director. Work is reviewed in terms of achieving overall objectives of the Institute.

Supervision Given

Formally trains new staff on work procedures and oversees the work of students and/or temporary staff.

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

Demonstrated experience working with Indigenous communities or in Indigenous-focused contexts is strongly preferred. Demonstrated experience in communications, website and social media maintenance, event planning, and community building. Computer experience (Mac platform) required: email, MS Word, Excel, Outlook, Power Point, Teams. Experience with UBC systems (Canvas, e-Learning, e-data storage and retrieval systems, Scientia, Workday) preferred. Excellent interpersonal, oral, written communication, and organizational skills. Ability to work both independently and collaboratively within a team environment. Ability to exercise tact and discretion when handling culturally sensitive issues and interacting with students and community members. Competence in taking initiative, prioritization and meeting deadlines. Must exhibit high level of accuracy and attention to detail. Ability to exercise judgement under pressure and demonstrate initiative when handling matters of a complex, non-routine nature. Proficient in operating a range of office equipment (telephone, computer, printer, photocopier, etc.), a typing speed of at least 50 wpm, and intermediate ability with Word, Excel, and database applications. Willingness to work flexible hours when campus events demand the need, and to participate in off-campus events as necessary.