Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Gen (Gr9)

Job Title

Senior Program Assistant, E2P PharmD

Department

Entry-to-Practice Education Support | Faculty of Pharmaceutical Sciences

Compensation Range

$4,959.00 - $5,532.00 CAD Monthly

Posting End Date

July 16, 2025

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

Job End Date

This role is expected to start at Grade 9 Step 1.

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 Faculty of Pharmaceutical Sciences offers several academic programs including the Entry-to-Practice (E2P) Doctor of Pharmacy (PharmD) program, the Flexible PharmD program, the Vancouver Summer Program, and is developing new programs at the undergraduate and graduate levels.

The Office of the Associate Dean, Academic, provides internal leadership to the Faculty on academic affairs; leading activities as they pertain to teaching and learning, overseeing standards for admissions and student progress, ensuring the curriculum meets the needs of the program and standards of the profession, ensuring adherence to University and Faculty policies regarding academic matters, and promoting faculty educational research activities.

This position is responsible for providing administrative program support for the planning and delivery of the E2P PharmD program, primarily. The incumbent supports the day-to-day administration of all aspects of the program, including student support and communications with faculty. They are required to liaise closely with on-site students, faculty and staff. The Program Assistant works in a team with two other Program Assistants, and is assigned primarily to a specific academic program year level. Some tasks are the primary responsibility of a single Program Assistant while other tasks are performed by all Program Assistants in support of activities within their year level.

Additionally, the Program Assistant may be called upon to support the Vancouver Summer Program and other programs within the Facultys Academic Portfolio, as needed.

Organizational Status
Reports to the Program Manager, E2P PharmD.

Work Performed
Academic Programs (Entry-to-Practice PharmD) Support

SCHEDULING TASKS

1. 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.

2. 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.

3. Maintain curricular and program schedule materials in the program management system (i.e., learning management system (LMS) / Sync / etc.).

4. 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.

5. 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.).

COURSE SUPPORT

6. 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).

7. Maintain course access database(s) for faculty through management systems (e.g., Scientia)

8. Gather statistics and other course and program data for program evaluation reports.

9. Assist educational leaders in the revision of course syllabi in advance of each course iteration, following the Faculty's syllabus template.

10. Liaise with educational leaders and the Office of Educational Assessment to ensure assessment materials are prepared according to the course schedule.

11. 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.

12. Ensure GTA workload is reasonably equitable when more than one GTA is assigned to a course.

13. Reconcile GTA reported hours with tasks assigned, sharing discrepancies with the Program Manager, Entry-to-Practice Education.

14. 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.

15. Advise on current and best practices for the purpose of developing policies and procedures

16. Pro-actively communicate with educational leaders with regard to their administrative support needs.

17. Draft and send communications to students with regard to program needs, updates and other relevant information.

ASSESSMENT & REVIEW

18. 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.

19. 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.

20. Coordinate marking of the assessment with the Office of Educational Assessments, graduate teaching assistants, and course coordinator(s).

21. Coordinate the scheduling and delivery of Office of Student Services-approved academic concession (i.e., deferred assessments).

22. Work with the Office of Student Services to coordinate the scheduling and delivery of assessments at the Centre for Accessibility.

23. Communicate assessment results to students.

FACULTY AND STUDENT SUPPORT

24. Communicate Program timelines to students, faculty, and/or staff as directed by the Program

25. Respond to or appropriately redirect written email and verbal inquiries about the program by students, faculty and/or staff.

26. Program Assistants are assigned one or more of the following responsibilities:
    a. Clinical Directed Studies:
    i. Administrative support to Clinical Directed Studies coordinator
    ii. Administration of proposal process and student applications
    b. Faculty Directed Studies, as applicable, and Peer Teaching Program responsibilities ,
    c. Program Enrichment Activities responsibilities,
    i. Administration of activity proposal process
    ii. 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.
    iii. Administrative support to the PAG and PAG Chair
    iv. Supervise and delegate tasks to the assigned graduate teaching assistant to help support the PEADs curriculum
    d. Elective course support responsibilities
    i. Administrative support to the Elective faculty coordinator
    ii. Supervise and delegate tasks to the assigned graduate teaching assistant to help support the Electives curriculum
    e. Program orientation event responsibilities.
    i. Helps to oversee the logistical arrangements for the event

27. May provide back-up support to cover other Senior Program Assistants for leaves, absences and/or vacation.

Vancouver Summer Program

28. In collaboration with the Vancouver Summer Program Coordinator, support:
    a. Job development, assists with hiring and training of VSP temporary staff to support the delivery of both academic (LMS support) and social activities.
    b. Determining appropriate social activities, in consideration of student academic schedule and VSP-Central organized events.
    c. Collecting feedback on VSP academic and social activities in person and through the deployment on online or paper surveys.
    d. Prepare schedules for orientation and wrap-up events.

29. Perform other related duties as required.

Consequence of Error/Judgement
The incumbent is responsible, along with other staff members, for the day-to-day administration of the E2P Doctor of Pharmacy program. It is critical that student issues and records are dealt with conscientiously and confidentially, and that students are given accurate information regarding their program, since mistakes can have a significant negative long-term impact. Errors related to the coordination and supply of course material, coordination of services for students, or logistical coordination supporting instructors and preceptors could affect the curriculum timeline and student progress. Errors in accuracy would reflect negatively on the Executive Director, Entry-to-Practice Education, the Associate Dean, Academic, the Dean, the Faculty and the University.

Supervision Received
Works independently under directives from course coordinators and the Program Manager, E2P PharmD.

Supervision Given
Trains and supervises more than five (5) temporary staff, students and/or volunteers

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.

Preferred Qualifications

Effective verbal and written communication, interpersonal and organizational skills are critical.

Ability to:

• prioritize work and to meet deadlines,
• exercise tact and discretion,
• maintain accuracy and attention to detail,
• take and transcribe minutes,
• compose correspondence using clear, concise business English,
• work both independently and within a team environment, and
• work occasional early mornings, evenings and weekends as required.

Must be able to function effectively in a typical office setting, and must be able to operate a normal range of office equipment, use word processing, spreadsheet, database, presentation and Internet applications at an intermediate level.

Knowledge of University and Faculty student-related policies and procedures an asset. Must be comfortable working with ambiguity and change.