Undergraduate Programs Assistant

The University of British Columbia; Kelowna; On-site; CAD 56,000 - 64,000; Full time

Job summary

The University of British Columbia Okanagan campus is seeking an Undergraduate Programs Assistant to support student, faculty and financial processes in the Departments of Computer Science & Physics, Mathematics and Statistics. You will assist with education planning, timetabling, student registration, and departmental financial workflows.

Reporting to the Department Manager, you will interact with Enrolment Services, HR, Finance Operations, and academic staff to ensure smooth course scheduling

Responsibilities

• Assists with Education Plan, timetabling, and scheduling processes.
• Maintains the Education Plan by data entry and drafts the Summer timetable for review/approval.
• Inputs Education Plan into Web Data Collector (WDC) for Winter and Summer sessions.
• Collects and inputs instructor availabilities in WDC.
• Programs course Modes of Delivery (MOD) and updates Workday with changes; coordinates room removals.
• Works with Lab Manager to schedule lab space in department restricted areas.
• Assists with Degree Pathway reviews and communicates changes to Academic Scheduling/Enrolment Services.
• Collects feedback from Associate Heads, Program Advisors, and Faculty for scheduling decisions.
• Manages course scheduling by adding/removing sections, monitors enrolment and waitlists, and reschedules as needed.
• Submits scheduling changes to Enrolment Services for approval and notifies students of changes.
• Assists with student registration and records updates in Workday.
• Notifies students of course expansions or cancellations and handles prerequisites checks.

Job description

Job Title Undergraduate Programs Assistant

Job Category BCGEU Okanagan Support Staff

Job Profile BCGEU OK Salaried - Support Services Assistant IV

Job Family Group Staff - Union

Department UBCO | Administrative Support | Departments of Computer Science & Mathematics, Physics, Statistics | Irving K. Barber Faculty of Science

Compensation Range $4,981.00 - $5,713.00 CAD Monthly

Job End Date Ongoing

Posting End Date November 9, 2026 Note: Applications will be accepted until 11:59 PM on the Posting 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

This position will provide student, faculty and financial related administrative support to the Department Head(s), faculty and staff in the Departments of Computer Science and Physics, Mathematics and Statistics. This includes assisting with the education plan and timetabling; student registration and hiring, and assisting with departmental financial processes. This position exercises initiative and judgment to assess and respond to issues and to resolve administrative problems, works effectively using database and web-based programs and performs general routine office procedures.

Organizational Status

This position reports to the Department Manager, with a dotted-line report to the Head(s) of Department. This position interacts with students, staff, faculty members, Enrolment Services, Student Development and Advising, Human Resources, Finance Operations, Facilities Management and other faculties and schools administration.

Work Performed

Education Plan, Course Scheduling and Registration

• Assists with the Departments' Education Plan, timetabling, and scheduling processes


• Maintains the Departments' Education Plan by performing data entry at Department Heads' direction - Drafts the Summer timetable for the Department Heads' review/approval


• Inputs the Education Plan (exclusive of Professional Programs) into the Web Data Collector (WDC) for the Winter and Summer sessions


• Collects and inputs instructor availabilities in WDC


• Programs course Modes of Delivery (MOD) and subsequent changes in Workday; communicates changes to students and Faculty contacts as applicable; requests room removals


• Works directly with the Lab Manager (Physics/Astronomy) to determine lab schedules in Department restricted space for WDC entry


• Assists the Department Head(s) with annual Degree Pathway reviews; communicates Degree Pathway changes to Academic Scheduling/Enrolment Services


• Collects feedback from the Associate Heads, Program Advisors, and Faculty for the Department Heads' review/approval regarding course scheduling rules, course conflicts/issues, and instructor availabilities during the scheduling process; submits and tracks required changes to Enrolment Services


• Attends meetings with Enrolment Services and impacted discipline Associate Heads for course conflict resolution and scheduling of unscheduled sections


• Manages course scheduling by adding and removing course sections (lectures, labs, tutorials and/or seminars) as required in accordance with established guidelines. This involves close monitoring of enrolment and waitlists of courses, reporting course demands to the Department Head, and rescheduling sections into appropriate rooms while minimizing student registration impact (due to size, facilities and timetable conflict).


• Submits scheduling requests pre- and post-schedule as approved by the Department Head (course addition, course cancellation, section addition, room change, time change, instructor addition/removal)


• Assists with student registration; records and communicates appropriate changes to student records in the Workday


• Notifies students of course expansions or cancellations inclusive of new lectures, labs, tutorials and/or seminars as applicable


• Assists with prerequisite and corequisite course checks; reviews and sends missing activity notices in accordance with established guidelines; reviews conflicted registrations and contacts applicable Faculty administration in accordance with Department and Faculty policy; notifies students as required before the add/drop date each term based on established guidelines


• Assists with processing prerequisite waiver and corequisite waiver requests; registers approved students to appropriate sections; updates student records with applicable approval or denial notations


• Assists with processing XMT approvals and registers students to appropriate XMT sections

Administrative and Department Financial Process Support

• Assists with Sessional recruitment and hire processes; creates and communicates sessional advertisements to Faculty administrator for posting at the Department Heads' direction; collect