Dietetics Program Assistant

Staff – Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried – Sr Program Asst-Gen (Gr8)

Job Title

Dietetics Program Assistant

Department

Dietetics Program | Food, Nutrition and Health Program

Compensation Range

$4,137.00 – $4,456.00 CAD Monthly

Posting End Date

May 10, 2021

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

Job End Date

PLEASE INCLUDE COVER LETTER WITH YOUR RESUME.

Job Summary

Provides support for the UBC Dietetics Program that is within the Food, Nutrition and Health Program. Supports the Director of Dietetics in managing the administrative, financial, human resources and communications aspects of the Dietetics Program. Provides senior administrative support and assistance to the other members of the dietetics team, including faculty, staff and students. The incumbent works independently, exercising judgement in working with on-campus administrators and off-campus corporate offices. Prioritizes daily workload to meet deadlines for ongoing tasks/projects.

Organizational Status

Reports to the Director of Dietetics, taking direction from other dietetic team members as applicable. Contacts individuals/departments/units both internal and external to the Faculty and the University.

Work Performed

• Acts as senior contact and public representative, both internally and externally, for the Dietetics Program and responds to in-person, telephone and written inquires from existing and prospective students, staff, faculty members and other contacts both internal and external to the University, referring complex enquiries to Student Advisors
• Provides accurate information such as undergraduate requirements and must keep informed on any changing information within the Dietetics Program
• Provides administrative support to Dietetic staff and manages administrative tasks related to annual admissions process. Supports dietetics team in preparing moderately complex documents such as various lecture materials, examinations, annual reports, accreditation documents and other program related progress reports as well as collects information and drafts into an appropriate format for decision-making
• Oversees process to match students to practice education sites including establishing affiliation agreements for non-health authority placements and ensuring student placements are entered in HSP-net online placement system
• Establishes and maintains e-mail lists for program-related communications; communicates program-related information to internal and external stakeholders as well as designs and develops brochures and program information handouts
• Administers work flow of the program, coordinating work processes, establishing work schedules and priorities
• Establishes and maintains calendars of key dates and activities related to the dietetics program and maintains information on the program website
• Establishes and oversees processes related to student pre-practice education requirements, including record management for all students and ensuring payment and transfer of funds when necessary
• Liaises with UBC student loans office re: dates for year 5 to maintain student loan eligibility
• Completes Year 5 documentation for regulatory body registration (letters to college, degree etc.,)
• Coordinates with Dean’s Office – HR in processing hourly appointments and honoraria for visitors as they relate to the dietetic program
• Monitors financial records and checks and corrects routine errors in accounts, provision of monthly accounts for the Director of Dietetics for dietetic-related activities.
• Supports the Director of Dietetics in managing the program budget and with other related budgetary proposals related to new initiatives
• Schedules academic seminars, program, various committee, and administrative meetings, gathers information for the meetings, takes and distributes meeting minutes and if applicable, follows up on action items
• Assesses, identifies, recommends and implements corrective policies and procedures in order to streamline and increase efficiency. Ensures the Director of Dietetics is informed of the progress of all initiatives taking place and is kept abreast of the deadlines that are approaching
• Provides information and guidance to students, staff and faculty in interpreting Faculty and University policies and procedures
• Trains, oversees and coordinates the work of part-time work-study students
• Plans and coordinates various functions and special events including sending out invitations, confirming attendees, booking venues, arranging for catering and visitor accommodations and assigning invigilation duties

• Performs other related duties as required

Consequence of Error/Judgement

Utmost importance is emphasized on the use of discretion and appropriate judgment in all dealings with the public, whether it is with the media, with visitors, etc. Exercises initiative, tact and judgment in handling matters of a routine and non-routine nature. Works with conflicting demands and determines priorities. Must respect confidentiality of information such as HR/Financial information. Errors in judgment when speaking to the general public or media could result in a significant negative impact, not only to the Dietetics Program, but also to the University as a whole. Correct, accurate, timely and appropriate decisions are of utmost importance as mistakes and inappropriate action could result in loss of revenue or decrease in student enrolment.

Supervision Received

Reports to the Director of Dietetics, working independently, occasionally consulting the Director regarding new or unusual matters. Takes direction from Dietetic members for specific projects.

Supervision Given

None.

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 oral and written communication, interpersonal, supervisory, customer service and organizational skills
• Ability to work both independently and within a team environment
• Ability to exercise tact and discretion when handling sensitive and/or confidential matters
• Ability to maintain accuracy and attention to detail
• Ability to prioritize work and to meet deadlines
• Computer experience required (Microsoft Office Suite, desktop publishing/graphic, statistical, and electronic mail applications preferred at an intermediate level)
• Demonstrated ability to think critically about process improvements and apply frameworks to work-related tasks
• Ability to type 60 w.p.m. and to operate normal range of office equipment