Academic Program Assistant Jobs in Vancouver, BC

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University

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 Department of Statistics in the Faculty of Science is a growing academic unit with increasing demand for undergraduate teaching in Statistics and Data Science. The Academic Programs Coordinator plays an important role in supporting the effective administration and delivery of undergraduate and graduate course offerings by coordinating course operations, student administrative processes, and instructional support activities.

The Academic Programs Coordinator serves as a key administrative resource for students, faculty, and teaching assistants, helping to resolve complex administrative issues related to course delivery, registration, scheduling, accommodations, and related processes. The role coordinates teaching assistant recruitment, onboarding, scheduling, and support; administers course-related systems and student support tools; and contributes to the planning, documentation, and continuous improvement of departmental processes related to teaching and learning.

Working independently under general direction, the Academic Programs Coordinator exercises judgment in interpreting and applying policies and procedures, resolving complex administrative issues, and providing operational recommendations to support effective course and program delivery within the Department.

Organizational Status
This position reports to the Director of Finance, HR, and Operations in Statistics. The Academic Programs Coordinator will also receive instructions from the Department Head and work collaboratively with our team of faculty members, instructors, and staff.
Work Performed

Academic Administration & Planning

• Coordinates and oversees the administrative delivery of undergraduate and graduate course offerings, ensuring consistency across multi-section courses and alignment of scheduling and course logistics
• Serves as Department Timetable Representative; liaises with Faculty and University scheduling units to resolve conflicts and secure appropriate teaching space, and support timetabling of course offerings
• Monitors enrollment, waitlists, and section utilization, and term-over-term trends; prepares reports and provides recommendations to department leadership to optimize course offerings, section capacity, and TA allocations.
• Maintains and develops in collaboration with department leadership administrative procedures, timelines, and documentation related to course scheduling and delivery
• Identifies workflow issues and recommends procedural improvements.

Student Advising:

• Serves as the primary administrative resource for student inquiries related to undergraduate Statistics and Data Science courses and programs; resolves complex exceptions involving registration, accommodations, scheduling conflicts, and grading processes, interpreting applicable policies and escalating academic decisions as appropriate.
• Coordinates administrative processes related to suspected academic misconduct in accordance with University policy, including documentation, case tracking, and communication with instructors and relevant academic units.
• Identifies recurring student service issues and recommends changes to workflows, communications, or resources to improve the student experience and reduce administrative delays.

Teaching Assistants Management:

• Coordinates TA staffing operations for supported courses, including recruitment administration, onboarding, training, scheduling, and workload tracking.
• Analyzes course delivery needs, enrollment patterns, and instructional requirements to support TA allocation planning and provides operational recommendations to instructors and department leadership.
• Provides functional supervision and first-level support to undergraduate and graduate TAs; clarifies expectations, monitors assignments and timelines, resolves routine issues related to course delivery and administrative processes.
• Coordinates administrative processes related to TA performance concerns, including documentation, follow-up, communication with instructors and department leadership, and implementation of appropriate actions.
• Develops and maintains TA-related procedures, documentation, and communication resources to support consistency, compliance, and efficient onboarding across courses.

Educational technologies development:

• Administers and maintains course delivery platforms, instructional materials, and related support systems (e.g., LMS content, assessment tools, and submission/feedback systems), ensuring accuracy, accessibility, and operational readiness.
• Administers and enhances student support tools and web-based resources, including the department's Undergraduate Inquiry Webform (i.e., student support ticketing system) and Statistics/Data Science Course Mapper, to improve service delivery, access to information, and administrative efficiency.
• Troubleshoots issues related to educational technologies and coordinates resolutions with administrative and IT team members; identifies recurring issues and recommends system or workflow improvements.
• Supports the development, implementation, and documentation of new tools and processes that improve course administration and student support service delivery.

Communications:

• Leads course operations communications and coordination across faculty, TAs, and students; convenes meetings, maintains shared schedules, and ensures timely dissemination of operational information and updates.
• Develops, prepares, and coordinates administrative communications to undergraduate students enrolled in Statistics and Data Science programs and courses, ensuring accuracy, consistency, and alignment with departmental and University policies.
• Advises on communication approaches for complex or high-volume student issues and supports the development of standardized messaging, FAQs, and service resources.

Special projects and duties:

• Leads or supports special projects related to course administration, service delivery, workflow redesign, systems implementation, and student support processes, as assigned by department leadership.
• Undertakes other related responsibilities consistent with the qualifications and scope of the position.

Consequence of Error/Judgement
Errors in judgment may result in the inefficient use of resources and may damage the image and reputation of the University and the Department of Statistics.
Supervision Received
Works independently with general direction of Chairs of the Undergraduate Development and Enhancement Committee in the Department of Statistics and the faculty members teaching the courses supported by this role.
Supervision Given
Will provide functional supervision for undergraduate and graduate teaching assistants.
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 in conflict with one's own
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications

Interpersonal Skills:

• Ability to make thoughtful, informed, and thorough decisions
• Effective diplomatic and interpersonal skills
• Ability to exercise sound judgment
• Ability to listen actively and attentively, and obtain clarification as required
• Ability to deal with a diversity of people in a calm, courteous, and effective manner
• Ability to approach interactions with an awareness of sensitive issues. e.g., issues concerning specific cultures.
• Ability to guide parties with differing opinions to consensus
• Ability to develop and maintain cooperative and productive working relationships
• Ability to work effectively with minimal supervision

Communication:

• Excellent verbal and written communication skills
• Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English
• Ability to select the most effective communication media for a situation
• Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals
• Ability to accurately proofread for spelling, grammar, and punctuation
• Ability to exercise tact and discretion

Organizational Skills:

• Excellent planning skills
• Ability to investigate and synthesize complex information
• Ability to be thorough, accurate, and have a high level of attention to detail
• Ability to effectively manage multiple tasks and priorities
• Ability to take initiative and to work independently as well as in a team environment
• Ability to work under pressure and manage a number of projects concurrently
• Ability to develop and implement policies and procedures
• Ability to understand and apply policies, procedures, and instructions.
• Ability to analyze and redesign workflow/business processes to make them more efficient and effective
• Ability to analyze problems, identify key information and issues, and effectively resolve them
• Ability to identify and correct missing and incomplete data
• Ability to anticipate problems and issues and plan ahead
• Ability to prioritize and work effectively under pressure to meet deadlines
• Ability to create and accurately maintain record and filing systems
• Ability to gather, record, and organize information.

Technical Skills:

• Ability to read and comprehend technical material
• Ability to prepare complete, concise, and understandable technical documentation
• Ability to learn new software programs.

Knowledge and Experience:

• Prior experience working as a teaching assistant is preferred, particularly at UBC and/or for STAT/DSCI courses.