Senior Program Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title

Senior Program Assistant

Department

Student Services | School of Architecture and Landscape Architecture | Faculty of Applied Science

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

August 29, 2026

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

Job End Date

Ongoing

 

 

 

 

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 Senior Program Assistant provides complex academic administrative and operational coordination across SALA programs. The position is the School's primary administrative resource for curriculum management, course scheduling and setup, accreditation processes, Student Experience of Instruction (SEI), Academic Calendar revisions, and academic events. Using detailed knowledge of University, Faculty, and School requirements, the incumbent coordinates concurrent workflows, provides procedural guidance, resolves administrative issues, maintains records, and ensures approvals and deadlines are completed accurately. The role also provides secondary and peak period support for graduate admissions and student services. Academic and policy decisions remain with the appropriate faculty members, committees, managers, or central UBC units.

 

Organizational Status

Reports to the Student Services and Recruitment Manager and works closely with SALA faculty, program leadership, students, staff, and campus partners. The position liaises regularly with G+PS, Applied Science Central Scheduling, Enrollment Services, Senate and central curriculum offices.

 

Work Performed

Curriculum and Academic Administration

• Serves as administrative coordinator and staff representative for the SALA Curriculum Committee; prepares agendas and materials, records decisions and minutes, tracks action items, and coordinates follow up.
• Manages administrative workflows for course and program proposals from initial preparation through approval and implementation; establishes timelines, monitors progress, and follows up on outstanding requirements.
• Reviews curriculum proposals for administrative completeness and identifies required documentation, consultations, approvals, submission formats, and routing before proposals proceed.
• Provides procedural guidance to faculty and program leadership on curriculum and Academic Calendar processes, referring academic judgments, policy exceptions, and matters beyond established guidance to the appropriate decision maker.
• Coordinates submissions through SALA, Applied Science, G+PS, Senate, and other approval bodies; investigates administrative or routing issues and coordinates solutions with central units.
• Submits approved changes in required systems and coordinates accurate updates to the Academic Calendar, program documentation, SALA website, and other student facing information.
• Maintains curriculum records and prepares correspondence, reports, schedules, and meeting documentation for governance, accreditation, reporting, and future reviews.
• Identifies administrative gaps or inefficiencies, recommends practical improvements, documents revised workflows, and implements approved process changes.

 

Program Accreditation

• Coordinates accreditation timelines, requirements, meetings, action items, communications, and site visit logistics across multiple stakeholders.
• Collects, reviews, and organizes curriculum materials, syllabi, faculty and assessment information, and student work samples; checks completeness and format and follows up on gaps.
• Works with faculty and program leadership to compile evidence and prepare administrative components of submissions, reports, correspondence, and review materials.
• Maintains accreditation records and tracks recommendations, commitments, and follow up actions to support timely completion and future reporting.

 

Course Scheduling, SEI, and Academic Information

• Gathers and reconciles instructional, classroom, and scheduling requirements across SALA programs and works with Applied Science Central Scheduling to develop and maintain teaching schedules and approved course offerings.
• Serves as SALA's primary administrative contact for course scheduling and setup; investigates conflicts, errors, and discrepancies, coordinates solutions, and refers matters requiring academic or resource allocation decisions.
• Verifies that approved course and scheduling information is accurately reflected in relevant systems and communications, and coordinates internal and ad hoc room bookings.
• Coordinates SALA's SEI administration, including survey setup, course and instructor information, schedules, communications, completion tracking, and follow up.
• Compiles SEI results and prepares initial summaries for review while maintaining confidentiality; maintains academic records and investigates discrepancies in published information.

 

Academic Events and Program Operations

• Plans and coordinates orientations, graduate project and studio reviews, the SALA Awards and Graduation Reception, and student professional development activities.
• Develops event work plans and schedules; coordinates participants, communications, materials, venues, and logistics; monitors preparations and resolves operational issues with relevant partners.

 

Graduate Admissions and Student Services Support

Provides the following as secondary and peak period support within the Student Services team:

• Advises prospective applicants on established admission requirements, procedures, documentation, and timelines; reviews domestic and international academic records and refers cases requiring special review or adjudication.
• Supports admissions committees by preparing applicant files and meeting materials, coordinating schedules, recording outcomes, and processing approved decisions with G+PS and relevant SALA staff.
• Provides graduate students with information on established academic requirements, registration, progression, and completion, referring complex cases, exceptions, and academic judgments appropriately.
• Provides procedural guidance and operational support to Student Services staff and backup support for the Student Services Coordinator, Architecture.

 

Consequence of Error / Judgment

Errors or missed deadlines could delay curriculum approvals, disrupt course scheduling, result in incomplete accreditation documentation or inaccurate academic information, and affect students, applicants, faculty, staff, and SALA's reputation. The incumbent handles confidential information and must exercise accuracy, discretion, and sound judgment, recognizing when to refer decisions or exceptions outside the position's authority.

 

Supervision Received

The Manager establishes overall priorities and provides direction on emerging or sensitive matters. The incumbent independently organizes day to day work, coordinates concurrent academic cycles and deadlines, determines required administrative information and follow up, and refers matters outside the position's authority.

 

Supervision Given

No direct supervision of staff; may guide student assistants and temporary staff.

 

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 that may conflict with one’s own.
• Demonstrated commitment to enhancing one’s awareness, knowledge and skills related to equity, diversity and inclusion.

 

Preferred Qualifications

• Undergraduate degree or equivalent combination of post-secondary education and 4 years of related experience is preferred.
• Experience in student advising, records management, and graduate admissions.
• Strong communication skills (oral and written) with a proven ability to deliver excellent service.
• Ability to manage multiple priorities, meet deadlines, and exercise sound judgment in complex situations.
• Proficiency with MS Office (Word, Excel, Outlook); experience with UBC systems (Workday Student, eVision, AAP) is an asset.
• Ability to work independently and collaboratively, and to handle sensitive matters with discretion.