Senior Program Assistant, Office of Experiential Education

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Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8) Job Title Senior Program Assistant, Office of Experiential Education Department Experiential Education Support | Faculty of Pharmaceutical Sciences Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date June 22, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing The salary for this role is expected to begin at Grade 8, Step 1 of the salary scale. 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 Office of Experiential Education (OEE) at the Faculty of Pharmaceutical Sciences is responsible for the academic and administrative leadership of the experiential components of the Entry-to-Practice (E2P) and Flexible (Flex) Doctor of Pharmacy (PharmD) programs, as well as the international pharmacy graduates' placements (Structured Practical Training) for the Canadian Pharmacy Practice (CP3) Program. The OEE is responsible for the development and facilitation of all practicum courses within the Faculty's academic portfolio including: Student preparation/readiness for practice Student support on practicum Practice site recruitment and stakeholder engagement Partner/practice educator development, communication and support Interprofessional education Community service learning Community outreach Workplace-based assessment Best practices, program evaluation/quality assurance and alignment with program accreditation standards Scholarship and research activities in experiential education The Senior Program Assistant is primarily responsible for providing administrative support and coordinating the experiential education practicums and associated activities for all programs within the academic portfolio. Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent must demonstrate exceptional interpersonal skills in dealing with the senior administration, faculty members, staff, students, other members of the university community, and external stakeholders. Organizational Status The OEE is an enabling unit in the Faculty of Pharmaceutical Sciences, and currently comprised of the Director, Manager, nine faculty members, and three Senior Program Assistants. The OEE facilitates over 1500 placements per year across all programs and interacts and works collaboratively with faculty, staff, students, and over 800 experiential education partners. The Senior Program Assistant reports directly to the Manager, OEE but also takes direction from the Director, OEE and OEE faculty members relating to the day-to-day operations of the office. Work Performed Acts as the first point of contact for academic programs with experiential education components. Responds to complex information requests about the experiential education program from prospective students and stakeholders (via the learning management system, email, phone and/or in -person) with discretion and tact. Receives and coordinates placement information from partners and students. Responsible for OEE database management (e.g., E*Value, Canvas, HSPnet, Microsoft Teams, etc.). Produces complex Excel reports utilizing formulas and pivot tables. Prepares mail merge with Excel data. Maintains all student information, practicum or experiential education partner information in respective databases. Assists with site recruitment. Upon completion of the placement, ensures student assignments are complete and communicates successful completion to relevant stakeholders. Responsible for uploading course materials onto Canvas and other web-based platforms, maintaining and updating assessments, announcements and all other materials. Advises and responds to enquiries from students regarding experiential experiences, course materials, deadlines and requirements. Creates surveys in Qualtrics. Compiles reports utilizing basic statistics and other course and program data. Provides guidance and support with respect to the availability and booking of meetings and/or events. Assists with the set-up, planning and execution of OEE and faculty events, including liaising with venues and other services to ensure preparations are complete. Assists with designing, developing and delivering promotional course material and presentations. Provides input into OEE policies, develops and implements administrative procedures for the faculty's experiential education programs. Tracks pre-practicum requirements and student communications. Ensures stakeholder placement sites are compliant with UBC Legal Student Placement Agreements (SPA) pr

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