Department Operations and Undergraduate Programs Assistant

Job Title Department Operations and 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 | Teaching Lab Support | Department of Earth and Environmental Sciences | Irving K. Barber Faculty of Science

Compensation Range $4,981.00 - $5,713.00 CAD Monthly

Job End Date Ongoing

Posting End Date November 2, 2026

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

This is a leave replacement for a fixed term duration.

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 Description Summary

The incumbent will provide student, faculty and financial related administrative support to the Department Head, faculty and staff in the department of Earth and Environmental Sciences (EESC). This includes: assisting with the Education Plan management, determining Teaching Assistant allocations, managing and coordinating student hires, assisting with the recruitment of new Faculty, Sessional and Staff hires.

It also includes supporting the Appointment, Reappointment, Promotion and Tenure process, providing administrative support for Graduate Students, assisting with departmental financial processes and organizing seminars, workshops, conferences and other events. The incumbent 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

The Dean of the Faculty is the primary administrator. The Dean s Office includes several Associate Deans and various staff members. The Irving K. Barber Faculty of Science (FoS) is divided into a number of Administrative Units (each with a Department Head) that house the many disciplinary and interdisciplinary degree programs. This position works under the Department Head for day-to-day department administrative support tasks, and receives supervision and guidance from the Department Manager with regards to conditions of employment and University, Faculty and Departmental policies and procedures.

This position interacts with students, staff, faculty members, Enrolment Services, Student Development and Advising, Human Resources, Finance Operations Okanagan, Facilities Management and other faculties and schools administration.

Work Performed

1.

Provides administrative support to the Department Head by

Assisting with the Education Plan management, in accordance with established guidelines, by performing appropriate budget calculations to determine Teaching Assistant (TA) allocations for each term, providing updates to Sessional faculty allotments for each discipline, based on vacancies resulting from study leaves, sick leaves and secondments of faculty members. Managing and updating required information into spreadsheets for the Dean s Office. Participating in Scheduling Committee meetings, and ensuring the Education Plan is scheduled appropriately.

Preparing Registration Reports and interpreting course changes for Head s review.

Managing and coordinating TA hires, allocations and assignments in accordance with established guidelines. This requires advertising the positions, meeting with coordinators in all disciplines to determine allocations of marking and laboratory demonstration hours for particular courses, as well as handling all details of TA contracts and job offers.

Managing course scheduling by adding, requesting labs and/or closing labs as required in accordance with established guidelines (such as Faculty work load agreements). This involves close monitoring of enrolment and waitlists of courses; moving classes into appropriate classrooms (due to size and facilities).

Assisting with student registration; recording appropriate changes to student records in the Workday, managing waitlists and pre-requisite requirements, course conflicts and various registration requests from students.

Preparing and distributing field school course/s requirements, advertisements, waivers and restricted registration. Accounting of field school budget for Sessional/s, TA/s, travel and supplies.

Assisting with the recruitment of new Faculty, Sessional and Staff hires. Creation of adverts for internal and external advertising; making travel arrangements and scheduling interviews as appropriate; coordinating onboarding by setting up offices and entering appropriate IT and Facilities requests; liaising with new hires to meet their specific needs. Ensuring access to Canvas and Workday.

Adding Instructors and TA s to Student Evaluation of Teaching (SEOT) for evaluation purposes.

Preparing and distributing agendas, documentation and minutes for Department meetings, caucus meetings and various committees. Attending meetings; taking minutes.

Coordinating and scheduling appointments with department members, University members, students and general public.

Responding to inquiries from students, faculty members, staff, other UBC departments and the general public.

Supporting operations of the department Student course unions.

Receiving and assisting official visitors.

• Provides administrative support with respect to student hires by:

Managing the administration of all student hires including Graduate Teaching Assistants (GTA), Undergraduate Teaching Assistants (UTA), Graduate Academic Assistants (GAA), Undergraduate Academic Assistants (UAA), Work Study and Work Learn students.

Collecting, recording, uploading, filing and/or appropriately disposing of all confidential documents required for student hires (taxes, personal data, and direct deposit).

Providing set-up information to student employees (CWL, PIN and UBC email information).

Assigning student hires to appropriate courses in Workday and collecting and entering student hire duties into Workday.

Coordinating onboarding by setting up office space (if required) and entering appropriate IT and Facilities requests; liaising with new hires to meet their specific needs.

Providing ongoing assistance to TAs, AAs, Markers and Work Study/Work Learn appointments with issues pertaining to payroll, facilities, equipment and supplies.

Preparing and posting Teaching Assistant positions for Head s review, and tracking appointments, including salary.

3.

Provides administrative support for Graduate Students by

Serving as the resource person for faculty, staff and students regarding policies and procedures surrounding admissions, programs of study, awards, research assistantships, graduation, and other related matters.

Coordinating and publicizing graduate student research seminars.

Coordinating graduate student office allocations, and onboarding.

Administering Environmental Sciences (ENVI) Special Topic 551 course creation for graduate students, which includes forms, approvals, and registration.

Maintaining graduate student information database to track applicant information, degree progression, grades, thesis, biographical, financial and award information.

Monitoring student progress in consultation with faculty supervisors and the Graduate Program Coordinator; checking transcripts and filing prior to defense to ensure that all credit and special requirements have been met.

Announcing thesis defenses and processing related tasks.

Ensuring that all documents necessary for graduation have been received and processed, and forwarding documentation confirming degree completion to the College of Graduate Studies, in collaboration with the Graduate Program Coordinator.

• Supports Appointment, Reappointment, Promotion and Tenure (ARPT) process by:

Attending ARPT meetings; taking and compos