Applications must be submitted online at https://ubc.wd10.myworkdayjobs.com/ubcstaffjobs?q=JR12038 in order to be considered. Please search for job requisiton number JR12038 on the UBC Staff Careers website to see the full posting and application details.

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Job Summary

The Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with over 1,100 undergraduate and 400 graduate students enrolled in its degree programs. The department is also engaged in a range of research activities, with over 50 research-track faculty members actively involved in their respective scholarly communities.

The Receptionist/Program Assistant provides front-line assistance to the department’s administration services office. In addition to providing reception and general administrative support to the department, this role is responsible for coordinating ECE’s Vancouver Summer Program (VSP). The incumbent also assists with other duties within the student services and engagement portfolio as needed, such as graduate admissions, event coordination and general program support.

Organizational Status

The Receptionist/Program Assistant is a member of the department's administration services team. This position reports to the Administration and Faculty Affairs Coordinator, but program assistant-related work will also be assigned and supervised by the Manager, Student Services and Engagement. As this is a front-line support role, the incumbent routinely interacts with various staff, faculty, students and visitors to the department.

The ECE administration services office is a partially remote workplace. However, given the front-line nature of this role, the incumbent is expected to work full-time in person.

Work Performed

Reception and administrative support:

• Serves as the front-line receptionist for the ECE administrative services office; responds to general inquiries over phone, e-mail and in person; politely greets and assists visitors.
• Distributes campus mail to faculty and staff.
• Processes room booking and building access requests.
• Arranges meetings and catering; transcribes and distributes meeting minutes.
• Uses a web-based ticket tracking system to manage work requests.
• Provides general day-to-day administrative support to the department head.
• Provides back-up support to other team members, as needed/upon request by a manager.
• Performs other administrative tasks consistent with classification as needed.

Program support:

• Coordinates various aspects of ECE’s Vancouver Summer Program; liaises with the UBC VSP office; supervises student workers and student ambassadors who will be assisting with planning and delivery of VSP's academic programs and social events; reviews and accepts prospective VSP students based on established prerequisites for admission; provides information and advising to prospective VSP students.
• Provides accurate and timely information and guidance over phone, email, and in person on issues such as routine undergraduate/graduate program-related questions, graduate admissions policies, and status of graduate applications; assists students with booking appointments with student advisors as needed.
• Assists with graduate admissions processes for the Master of Applied Science, Master of Engineering and PhD programs in ECE; assesses applications for completeness and eligibility based on established policies; follows up on incomplete applications; corresponds with prospective students and faculty supervisors; informs candidates about application decisions.
• Assists with coordinating events, such as orientation, graduation, program fairs other student-focused activities.
• Assembles and distributes information packages to new students.
• Participates in the development of departmental policies and procedures related to graduate admissions.
• Stays up-to-date on relevant student-related policies and procedures at the university and department level in order to provide a high level of service.
• Performs other program support tasks consistent with classification as needed.

Minimum Qualifications

High School graduation, plus one year of post-secondary education, plus three 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. Demonstrated commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

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Applications must be submitted online at https://ubc.wd10.myworkdayjobs.com/ubcstaffjobs?q=JR12038 in order to be considered. Please search for job requisiton number JR12038 on the UBC Staff Careers website to see the full posting and application details.

Job Type: Full-time

Salary: $45,144.00 per year

Benefits:

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision care

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Application deadline: 2023-04-03

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