Program Assistant – MDS

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Sr Program Asst-Gen (Gr8)

Job Title
Program Assistant – MDS

Department
Administrative Program Operations tendersglobal.net Masters of Data Science Program tendersglobal.net Department of Computer Science tendersglobal.net Faculty of Science

Compensation Range
$4,601.00 – $4,953.00 CAD Monthly

Posting End Date
March 10, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

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 Master of Data Science (MDS) program is a unique, 10-month intensive, professional, master’s program within the Faculty of Science (departments of Computer Science and Statistics). Current students enrolled in the program are from more than a dozen countries, with working experience and educational backgrounds in a variety of fields including Arts, Science, Engineering, Business, etc.

The MDS Program Assistant is the primary contact for various program-related matters. Their responsibilities range from providing event support to collaborating with the MDS Program Manager in the efficient administration of the program. The successful hire will ensure the smooth operation of the program and deliver outstanding student support.

It is crucial for the incumbent to understand, interpret and apply university policies, procedures, and collective agreements. Familiarity and comprehension of such documents are essential for effective execution of the role.

Organizational Status
This position reports to the MDS Program Manager and may receive direction from the Director of Student Management and Program Operations. They will interact with faculty and instructors, graduate advisors and graduate program administrators, students and prospective students, external partners, and alumni.
Work Performed

Administrative Support:

• Assists MDS Career Advisor in coordinating the mentoring program. Assists with event planning, setup, takedown, ordering program swag, and maintains inventory.

• Coordinates meetings, prepares agendas, takes minutes, and follows up on action items.

• Drafts and maintains standard operating procedures for administrative duties.

• Maintains files and databases, compiles program statistics, and updates contact information.

• Books classroom and lab spaces through university systems. Schedules and books meeting rooms across the campus for Faculty and Staff as needed.

• Coordinates candidate job applications, schedules interviews and is responsible for entering faculty and staff appointments.

• Under the direction of the MDS Program Manager, coordinates the lifecycle for Sessional Lecturers, Postdoctoral Research and Teaching Fellows, student appointments, and Teaching Assistants. Includes preparing offer letters and entering appointment details in Workday, etc.

• Collaborates with the course coordinator to facilitate Teaching Assistants’ appointments; monitors TA hours and wages, ensures timely hour submission in Workday, and maintains room access.

• Under the direction of the MDS Program Manager, submits job postings, preliminary screens applicants, and coordinates application reviews.

• Responsible for performing all financial transactions for the program, including receiving and processing expenses, completing journal vouchers, travel requisitions, reimbursements, and reconciling the program VISA within 30 days.  Ensures that each submission is coded correctly and falls within the Program, Departmental, and University guidelines.

• Processes honoraria and ensures accurate financial record-keeping, including weekly visa reconciliation.

Admissions:

• Reviews applications for domestic and international students, ensuring completeness and meeting program requirements.

• Prepares applications for the admissions committee, creating PDF versions in eVision and adding additional documents as required.

• Address inquiries from prospective and current students. Referees and provides information on technical matters.

• Verifies transcripts, prepares conditional and unconditional offer letters, and maintains admission files and databases.

• Facilitates admission decisions, issues offer letters, and oversees deferrals and withdrawals.

Primary point of contact:

• Provides comprehensive information to prospective students on university admissions, academic policies, awards, program procedures and schedules. Refers complex matters to the MDS Program Manager.

• Acts as the first line of contact. Welcomes walk-ins, answers inquiries, and coordinates schedules for office coverage.

• Receives incoming mail/packages and is responsible for maintaining the MDS-V email inbox. Responds promptly and accurately to over 100 daily emails during peak months. Answers incoming phone calls and directs them as needed.

• Serves as the primary contact for the collection of feedback on marketing materials, websites, and outward-facing resources. Provides support to the MDS-V Co-Directors and Marketing Coordinator.

Performs other duties related to the position and consistent with scope and classification level of position.

Consequence of Error/Judgement
This position plays an important role in the success of this flagship graduate program and has a direct impact on its quality and service. Judgment and initiative exercised is considerable. Tact and discretion in dealing with confidential and sensitive student matters is essential. If confidentiality is mishandled or breached, student records may be affected. Accuracy and correct data is critical to student academic planning and incorrect advising could impact student degree progression or admission into the program. Disseminating incorrect information would greatly impact the reputation of the program. Failure to meet project targets or deadlines or lack of planning could adversely impact the reputation of the program. Please also include something here about the importance of financial accuracy as well as the accuracy and timeliness of appointment.
Supervision Received
Works independently under the supervision of the MDS Program Manager. May receive work direction from the MDS Director of Student Management Program Operations.
Supervision Given
May explain work procedures to temporary staff and Work Learn students.
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

Knowledge and demonstrated skills in human resources and finance are an asset. Ability to understand and apply policies, procedures, and instructions. Ability to interpret and apply complex legislation, policies, regulations, and technical information.  Experience working with university policy and procedures are an asset. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to identify and correct missing and incomplete data. Ability to effectively manage multiple tasks and priorities. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to anticipate problems and issues and plan ahead. Ability to efficiently and effectively coordinate tasks. Ability to communicate effectively verbally and in writing. Ability to work effectively with minimal supervision. Ability to exercise tact and discretion. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to create and accurately maintain record and filing systems. Ability to gather, record, and organize information. Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters). Ability to take and transcribe accurate meeting minutes. Ability to politely screen calls, direct as appropriate, and take accurate messages. Ability to effectively use Outlook, MS Word, MS Excel, and MS PowerPoint at an advanced level. Ability to listen actively and attentively, and obtain clarification as required. Ability to make thoughtful, informed, and thorough decisions. Ability to exercise sound judgment. Ability to accurately process [function] within required timelines. Ability to effectively perform accounts payable and accounts receivable related duties. Ability to accurately gather, organize, and summarize financial information. Ability to enter, retrieve, correct, and interpret data in financial management system. Ability to analyze and reconcile accounts. Ability to learn new software programs. Ability to input and extract data, and compile data reports from eVision, SISC, Scientia, Crystal Reports, scheduling applications, SPSS. Ability to accurately prepare cash deposits. Ability to work effectively independently and in a team environment. Ability to provide quality service to customers in a courteous, patient manner. Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment. Willingness to work some evening events and assist in set up/take down.