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Senior Program Assistant, E2P Pharmd
Company | The University of British Columbia |
Address | Greater Vancouver Metropolitan Area, Canada |
Employment type | FULL_TIME |
Salary | |
Category | Higher Education |
Expires | 2023-09-10 |
Posted at | 9 months ago |
Staff - Union
- Liaise with educational leaders and the Educational Technology & Learning Designs Team to confirm that course content and schedules are current and up-to-date in the LMS.
- Communicating in-term changes to the course schedule with all necessary stakeholders (e.g., Assessment, Educational Technology & Learning Designs, Program Evaluation, Student Services, students, etc.).
- Support course scheduling and timetable process; relaying course information to instructors, graduate teaching assistants, and students, when necessary. Liaise with educational leaders and Assessment Team.
- Work in the role of Timetable Representatives (T-Rep) maintaining program course schedules through scheduling management systems (i.e., Scientia, Web Data Collector, etc). Liaise with central scheduling office when needed and stay current on scheduling timelines and processes.
- Maintain curricular and program schedule materials in the program management system (i.e., learning management system (LMS) / Sync / etc.).
- Draft and send communications to students with regard to program needs, updates and other relevant information.
- Reconcile GTA reported hours with tasks assigned, sharing discrepancies with the Program Manager, Entry-to-Practice Education.
- Gather statistics and other course and program data for program evaluation reports.
- Pro-actively communicate with educational leaders with regard to their administrative support needs.
- Assist educational leaders in the revision of course syllabi in advance of each course iteration, following the Faculty s syllabus template.
- Ensure GTA workload is reasonably equitable when more than one GTA is assigned to a course.
- Maintain course access database(s) for faculty through management systems (e.g., Scientia)
- Liaise with educational leaders and the Office of Educational Assessment to ensure assessment materials are prepared according to the course schedule.
- Train and delegate course support tasks to graduate teaching assistants (GTA), supervise in-person activities (e.g., invigilation), review the completed work to ensure accuracy, and follow-up on tasks as required.
- Maintain and update database(s) with information for students (e.g., student records system, in the Program Hub in the LMS), and for faculty (e.g., in shared electronic folders).
- Advise on current and best practices for the purpose of developing policies and procedures
- Coordinate course- and program-related meetings as required: contact all internal and external stakeholders; prepare documentation (agenda, minutes, reports, etc.); AV requirements, video- or tele-conferencing; and book suitable rooms.
- Assist in logistical arrangements for assessments, including facilitating assessments, preparing assessment resources, preparing and communicating assessment instructions, coordinating seating plans (randomized or mapped), liaising closely with Centre for Accessibility and coordinating and supervising invigilators. During the assessment: applying assessment policies and procedures to administer and problem-solve issues.
- Coordinate the scheduling and delivery of Office of Student Services-approved academic concession (i.e., deferred assessments).
- Work with the Office of Student Services to coordinate the scheduling and delivery of assessments at the Centre for Accessibility.
- Assist in logistical arrangements for assessment review sessions, including: scheduling review sessions, arranging and supervising invigilation, preparing and communicating review instructions, applying assessment policies and procedures to administer and problem solve issues during the review, and launching the assessment clarification process.
- Coordinate marking of the assessment with the Office of Educational Assessments, graduate teaching assistants, and course coordinator(s).
- Communicate assessment results to students.
- Program Enrichment Activities responsibilities,
- Coordinate activity schedule for each professional year in collaboration with the PEADs Advisory Group (PAG). Liases with the facilitators of the activities to ensure logistics are met.
- Program orientation event responsibilities.
- Communicate Program timelines to students, faculty, and/or staff as directed by the Program
- Faculty Directed Studies, as applicable, and Peer Teaching Program responsibilities,
- Administrative support to Clinical Directed Studies coordinator
- Supervise and delegate tasks to the assigned graduate teaching assistant to help support the PEADs curriculum
- Administration of activity proposal process
- Administration of proposal process and student applications
- Clinical Directed Studies:
- Elective course support responsibilities
- Administrative support to the PAG and PAG Chair
- Administrative support to the Elective faculty coordinator
- Supervise and delegate tasks to the assigned graduate teaching assistant to help support the Electives curriculum
- I. Helps to oversee the logistical arrangements for the event
- Program Assistants are assigned one or more of the following responsibilities:
- Respond to or appropriately redirect written email and verbal inquiries about the program by students, faculty and/or staff.
- May provide back-up support to cover other Senior Program Assistants for leaves, absences and/or vacation.
- Determining appropriate social activities, in consideration of student academic schedule and VSP-Central organized events.
- In collaboration with the Vancouver Summer Program Coordinator, support:
- Prepare schedules for orientation and wrap-up events.
- Job development, assists with hiring and training of VSP temporary staff to support the delivery of both academic (LMS support) and social activities.
- Perform other related duties as required.
- Collecting feedback on VSP academic and social activities in person and through the deployment on online or paper surveys.
- 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
- Compose correspondence using clear, concise business English,
- Prioritize work and to meet deadlines,
- Work occasional early mornings, evenings and weekends as required.
- Exercise tact and discretion,
- Work both independently and within a team environment, and
- Maintain accuracy and attention to detail,
- Take and transcribe minutes,
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