Undergraduate Programs Assistant at University of British Columbia in Kelowna, BC

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 & Math, 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 c