Senior Program Assistant

The University of British Columbia; Vancouver; Hybrid; CAD 53,000 - 57,000; Full time

Job summary

The University of British Columbia's SALA program seeks a Senior Program Assistant to provide complex academic and operational coordination across SALA programs, including curriculum management, course scheduling, accreditation, SEI, and calendar revisions. The role also handles records and supports academic events.

It requires coordination of multiple workflows, attention to deadlines, and collaboration with faculty, central UBC units, and SALA staff.

Qualifications

• Strong communication skills and the ability to manage multiple priorities.
• Experience coordinating curriculum and program administration.
• Commitment to equity, diversity and inclusion in a university setting.

Responsibilities

• Coordinate SALA Curriculum Committee activities and records.
• Manage course and program proposals through approval and implementation processes.
• Support accreditation timelines and documentation across SALA and partners.
• Assist with graduate admissions and student services during peak periods.

Skills

Strong communication skills

Multitasking

Equity and inclusion awareness

Education

High School graduation; 2 year post secondary diploma; 4 years related experience

Undergraduate degree or equivalent (preferred)

Tools

MS Office (Word, Excel, Outlook)

UBC systems (Workday Student, eVision, AAP)

Job description

Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8) Job Title Senior Program Assistant Department Student Services | School of Architecture and Landscape Architecture | Faculty of Applied Science Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date August 29, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing

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 provides complex academic administrative and operational coordination across SALA programs. The position is the School's primary administrative resource for curriculum management, course scheduling and setup, accreditation processes, Student Experience of Instruction (SEI), Academic Calendar revisions, and academic events. Using detailed knowledge of University, Faculty, and School requirements, the incumbent coordinates concurrent workflows, provides procedural guidance, resolves administrative issues, maintains records, and ensures approvals and deadlines are completed accurately. The role also provides secondary and peak period support for graduate admissions and student services. Academic and policy decisions remain with the appropriate faculty members, committees, managers, or central UBC units.

Work Performed

Curriculum and Academic Administration

Serves as administrative coordinator and staff representative for the SALA Curriculum Committee; prepares agendas and materials, records decisions and minutes, tracks action items, and coordinates follow up. Manages administrative workflows for course and program proposals from initial preparation through approval and implementation; establishes timelines, monitors progress, and follows up on outstanding requirements. Reviews curriculum proposals for administrative completeness and identifies required documentation, consultations, approvals, submission formats, and routing before proposals proceed. Provides procedural guidance to faculty and program leadership on curriculum and Academic Calendar processes, referring academic judgments, policy exceptions, and matters beyond established guidance to the appropriate decision maker. Coordinates submissions through SALA, Applied Science, G+PS, Senate, and other approval bodies; investigates administrative or routing issues and coordinates solutions with central units. Submits approved changes in required systems and coordinates accurate updates to the Academic Calendar, program documentation, SALA website, and other student facing information. Maintains curriculum records and prepares correspondence, reports, schedules, and meeting documentation for governance, accreditation, reporting, and future reviews. Identifies administrative gaps or inefficiencies, recommends practical improvements, documents revised workflows, and implements approved process changes.

Program Accreditation

Coordinates accreditation timelines, requirements, meetings, action items, communications, and site visit logistics across multiple stakeholders. Collects, reviews, and organizes curriculum materials, syllabi, faculty and assessment information, and student work samples; checks completeness and format and follows up on gaps. Works with faculty and program leadership to compile evidence and prepare administrative components of submissions, reports, correspondence, and review materials. Maintains accreditation records and tracks recommendations, commitments, and following actions to support timely completion and future reporting.

Course Scheduling, SEI, and Academic Information

Gathers and reconciles instructional, classroom, and scheduling requirements across SALA programs and works with Applied Science Central Scheduling to develop and maintain teaching schedules and approved course offerings. Serves as SALA's primary administrative contact for course scheduling and setup; investigates conflicts, errors, and discrepancies, coordinates solutions, and refers matters requiring academic or resource allocation decisions. Verifies that approved course and scheduling information is accurately reflected in relevant systems and communications, and coordinates internal and ad hoc room bookings. Coordinates SALA's SEI administration, including survey setup, course and instructor information, schedules, communications, completion tracking, and follow up. Compiles SEI results and prepares initial summaries for review while maintaining confidentiality; maintains academic records and investigates discrepancies in published information.

Academic Events and Program Operations

Plans and coordinates orientations, graduate project and studio reviews, the SALA Awards and Graduation Reception, and student professional development activities. Develops event work plans and schedules; coordinates participants, communications, materials, venues, and logistics; monitors preparations and resolves operational issues with relevant partners.

Graduate Admissions and Student Services Support

Provides the following as secondary and peak period support within the Student Services team: Advises prospective applicants on established admission requirements, procedures, documentation, and timelines; reviews domestic and international academic records and refers cases requiring special review or adjudication. Supports admissions committees by preparing applicant files and meeting materials, coordinating schedules, recording outcomes, and processing approved decisions with G+PS and relevant SALA staff. Provides graduate students with information on established academic requirements, registration, progression, and completion, referring complex cases, exceptions, and academic judgments appropriately. Provides procedural guidance and operational support to Student Services staff and backup support for the Student Services Coordinator, Architecture. Consequence of Error / Judgment Errors or missed deadlines could delay curriculum approvals, disrupt course scheduling, result in incomplete accreditation documentation or inaccurate academic information, and affect students, applicants, faculty, staff, and SALA's reputation. The incumbent handles confidential information and must exercise accuracy, discretion, and sound judgment, recognizing when to refer decisions or exceptions outside the position's authority.

Supervision Received

The Manager establishes overall priorities and provides direction on emerging or sensitive matters. The incumbent independently organizes day to day work, coordinates concurrent academic cycles and deadlines, determines required administrative information and follow up, and refers matters outside the position's authority.

Supervision Given

No direct supervision of staff; may guide student assistants and 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 that may conflict with one’s own.
• Demonstrated commitment to enhancing one’s awareness, knowledge and skills related to equity, diversity and inclusion.

Preferred Qualifications

• Undergraduate degree or equivalent combination of post-secondary education and 4 years of related experience is preferred.
• Experience in student advising, records management, and graduate admissions.
• Strong communication skills (oral and written) with a proven ability to deliver excellent service.
• Ability to manage multiple priorities, meet deadlines, and exercise sound judgment in complex situations.
• Proficiency with MS Office (Word, Excel, Outlook); experience with UBC systems (Workday Student, eVision, AAP) is an asset.
• Ability to work independently and collaboratively, and to handle sensitive matters with discretion.

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 [e-mail].