Undergraduate Program Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr7)

Job Title

Undergraduate Program Assistant

Department

Administrative Support | Department of Central Eastern and Northern European Studies

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

April 22, 2025

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

Job End Date

Apr 23, 2027

This is a full-time, 2 year term position with an end date of April  23, 2027.

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 role supports the maintenance and growth of the department's undergraduate programs by coordinating and providing administrative support of the responsibilities for admissions, student front-line assistance, student-led initiatives, and course/program planning. The Undergraduate Program Assistant (UPA) works with faculty on the development of undergraduate academic initiatives by providing assistance with the design, delivery, and evaluation of services and programs that support student success. 

Organizational Status
Reports directly to the Administrator, while also working closely with the Director(s) of Undergraduate Studies and the Department Head.

Work Performed

Undergraduate Programs

Provides coordination and student support for CENES undergraduate program processes, from coordinating all aspects of the admissions process through to graduation, including identification and resolution of complex issues that arise such as evaluating complex transfer credits, coordinating appeal processes, and facilitating transfers into CENES majors and minors.

Monitors declarations online and enters specializations in Workday Student when needed.

Assists Curriculum Advisor and faculty in preparation of materials for submission to Arts Curriculum Committee review process; liaises with Arts Curriculum team to coordinate the curriculum review process as required.

Advising

Acts as a specialist in CENES programs, acting as a first point of contact for Majors and Minors; evaluates and assists in resolving complex student issues, such as exceptions to degree requirements or graduation eligibility concerns, collaborating with relevant faculty, Arts Advising, and other campus offices as needed.

Responds to a variety of written and oral inquiries from current and incoming students, offering detailed guidance on program requirements and interpreting university policies; collaborates with relevant faculty or Arts Advising to resolve unique academic or administrative situations.

Acts as contact for students and Arts Advising. Checks students' records, adjusts Workday Student’s degree navigation if necessary; advises students on progress towards their program and deficiencies in requirements. Confirms students' graduation eligibility to Arts Advising. May initiate contact with students to inform them of deficiencies which might prevent graduation

Liaises with Go Global, Arts Advising and Enrolment Services in assisting students with Exchange Programs and assessing what credits will be awarded for courses taken while on exchange.

Registration

Oversees course and waitlist registration: Provides direction to students regarding course availability, schedules, and eligibilities; Resolves registration-related challenges including prerequisite issues, scheduling conflicts, or exceptional circumstances preventing student registration, working closely with faculty and Arts Advising to ensure equitable resolutions.

Interacts with other departments and Arts Advising on behalf of students when they encounter registration problems which cannot be remedied at the department level.

Ensures student compliance with prerequisites and continuation requirements; provides information on placement procedures for language programs within the department.

Performs enrolment monitoring, identifies complex enrolment issues, providing recommendations and assistance to the Administrator and Director(s) of Undergraduate Study, and Head with resolving over or undersubscribed courses or resource allocation decisions.

Awards

Coordinates internal Undergraduate student award process, including preparation of various nomination packages, maintaining AIR forms for collating applications, supporting Director(s) of Undergraduate Study to identify qualified students, and submitting award recommendations to Enrolment Services.

Program Recruitment and Outreach

Assists with the preparation of promotional materials and forwards program information to potential applicants.

Coordinates year-round undergraduate student engagement initiatives, including Careers Night, CENES First Year Events, and external CENES events, supporting student professional development, outreach to alumni, and collaboration with other Arts units.

Provides logistical and event planning support for CENES activities, including coordinating with alumni organizations, Arts D&E, and other campus offices, while overseeing work-learn student supervision and communications training.

Serves as the main contact for undergraduate student engagement activities such as Imagine Day, CENES Advisory Council, and ambassador events, ensuring smooth coordination of promotional materials, scheduling, and event logistics.

Maintains and updates regular calendar of events to ensure timely organization and preparation: booking rooms, catering, and/or online meetings arrangements (such as Zoom).

Attends Undergraduate Committee (UG) meetings, takes minutes, and prepares minute reports and agendas; receives suggestions from faculty and CENES Advisory committee regarding actionable items for UG Committee consideration.

Acts as liaison with relevant AMS student associations and the Arts Undergraduate Society. Forwards information to CENES community regarding student organized activities as requested.
Coordinates the creation and promotion of content for social media, collaborates with Arts Communications on relevant projects, and leads the planning and distribution of the Undergraduate Digest and alumni newsletters with Arts D&E.

Ziegler and Sawchen Lecture Series

Coordinates the endowed annual Ziegler & Sawchen Lecture Series, including coordinating the nomination schedule, attending committee meetings, and serving as the main point of contact between guest speakers and CENES.

Organizes all event logistics, such as booking travel, securing venues, overseeing speaker financial forms, and coordinating technical details, while handling communications, creating promotional materials, and coordinating with Arts Communications and collaborators.

Coordinates the promotion and publication of event materials on the CENES website and social media, ensuring smooth execution of high-profile lectures and related events.

Administrative

Main reception: Answers email, phone and in-person enquiries at the Department’s main office; oversees departmental mail and couriers; orders office supplies and maintains inventory; technical support for department equipment and classrooms.

Trains new staff on established office procedures; supervises up to four Work Learn students.

Provides general administrative assistance to Director(s) of Undergraduate Study, Faculty committees, Associate Head, and Department Head as necessary.

Assists Head with Review of Assigned standing and Academic Misconduct cases by scheduling student interviews, creating and maintaining files, and taking notes.

Performs other duties as required.

Consequence of Error/Judgement

This position interacts directly with undergraduate students, faculty members and the academic community on issues concerning admissions, registration and graduation.  The incumbent must be able to work independently and be able to recognize when matters must be brought to the attention of the Administrator, Director(s) of Undergraduate Study and/or Department Head.

Errors in performance of the above-related duties, breaches of confidence, or ill-mannered behavior directly affect the reputation of the Department of Central, Eastern, and Northern European Studies. The duties involved in this position are mostly time-sensitive with firm deadlines that must be met. Incorrect or inappropriate decisions may jeopardize undergraduate students' academic programs and their ability to graduate or acquire funding for their studies and may affect enrolment in departmental courses as well as the credibility of the Department and the University.

Supervision Received
Reporting to the Administrator, the individual is expected to work independently and supports the Director(s) of Undergraduate Study and Department Head.

Supervision Given

Supervises up to four Work Learn students. May provide training to other staff.

Oversees the work of students in planning and producing special events, information sessions, and projects related to department activities, marketing and promotion.

Minimum Qualifications
High School graduation, plus one 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

Experience in a post-secondary student services setting. Experience with or interest in languages or cultures included in Central, Eastern, and Northern European Studies is an asset.

Ability to exercise tact and discretion. Effective oral and written communication, interpersonal and organizational skills. Ability to work independently and as a member of a team. Ability to provide quality service to customers in a courteous, patient manner. Ability to exercise cultural sensitivity when dealing with international students and working within an intercultural setting. Ability to gather, record, and organize information. Experience with Workday Student and proficiency with Microsoft Office Suite required.