Dietetics Program Assistant

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

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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 Dietetics Program Assistant provides administrative coordination and program support relating to student services, admissions and graduation, practice education administrative support, communications, appointments, financial administration, events, records, scheduling and routine laboratory operations for the UBC Dietetics Program within the Food, Nutrition and Health Program.

Organizational Status
Reports to the Dietetics Program Manager. Receives direction from the Director of Dietetics and other Dietetics team members for defined assignments as applicable. Liaises with individuals, departments and units within the Faculty and University, and with external partners, to coordinate established administrative processes.

Work Performed
· Acts as the initial point-of-contact, both internally and externally, for the Dietetics Program and responds to routine and moderately complex inquires. 

· Establishes and maintains program communication systems, including email distribution lists and website content.  Coordinates and implements approved website updates and supports the timely dissemination of program information to students, faculty and other stakeholders.

·  Provides administrative support and coordination for student admissions and graduation processes, including records management, documentation, and coordination of related activities.

· Coordinates the administration of program materials, reports, surveys, and communications in support of academic and accreditation activities, including Canvas related activities.

· Initiates and tracks standardized affiliation agreement processes for non-health authority placements.

· Provides administrative support for finalized placement information, including maintaining preceptor names and contact information and following up on missing administrative information as directed.

- Coordinates with Faculty HR and Finance staff to process student, hourly and clinical instructor appointments and visitor honoraria.

- Plans logistics for program events and activities, including invitations, attendance tracking, room bookings, catering, visitor arrangements and invigilation.

·  Monitors designated Dietetics Program and Director’s grant or operating accounts; reconciles credit card transactions and prepares periodic balance or account-status summaries, coordinates financial access requests and account administration, and processes invoices and receivables for approved program or laboratory activities.

·  Maintains the Director of Dietetics calendar and meeting requests based on established priorities.

·  Maintains and updates the Dietetics Program calendars, administrative trackers and records of key dates, activities and deadlines and follows up on missing or inconsistent information.

·  Provides administrative and operational support for laboratory activities, including coordinating bookings and access, maintaining scheduling and administrative records, supporting participant scheduling and documentation, coordinating routine supply and space logistics, and arranging routine equipment maintenance, servicing and first-line troubleshooting.

·  Identifies recurring administrative issues and recommends improvements to existing templates, tracking tools or procedures; implements approved changes. 

·  Performs other related duties as required.

Consequence of Error/Judgement
Works within established Dietetics Program, Faculty and University procedures and practices.  Exercises judgment to determine appropriate methods for recurring assignments, organizes and prioritizes multiple deadlines, verifies the completeness and accuracy of information, reconciles routine financial and administrative records, and resolves routine to moderately complex administrative issues.  Matters requiring interpretation of policy, academic or admissions judgment, placement requests or site allocation, HSPnet placement submissions, coordination with Health Authority placement offices beyond routine administrative follow-up, exceptions to established procedures, non-standard agreement terms, significant financial decisions, budget or grant allocation decisions, student conduct or welfare decisions, institutional risk, or non-routine laboratory safety, research or technical decisions are referred to the Dietetics Program Manager, Director of Dietetics or other appropriate authority. The position handles confidential student, human resources and financial information. Errors or omissions could delay appointments, agreements, payments, records, communications or other program processes and may require corrective action by senior staff.

Supervision Received
Reports to the Dietetics Program Manager and works independently under minimal supervision on recurring assignments within broadly established procedures, priorities and timelines. Receives guidance for new or non-standard assignments and consults the Dietetics Program Manager when established procedures do not provide clear direction. Takes direction from the Director of Dietetics and other Dietetics team members for specific, defined assignments as applicable.

Supervision Given
None. May explain established work procedures to new or temporary staff as required.

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

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

·Effective oral and written communication, interpersonal, customer service and organizational skills.

·  Ability to work independently under minimal supervision 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 organize and prioritize multiple recurring tasks and meet deadlines.

·  Ability to compile, reconcile and maintain administrative and student information and identify discrepancies requiring follow-up.

·  Ability to process routine financial transactions, monitor and reconcile account information, maintain accurate supporting documentation, and prepare routine account-status information using established procedures and systems.

·  Ability to recognize when matters fall outside established procedures and require escalation, and to identify and recommend minor improvements to administrative processes.

·  Intermediate computer proficiency, including Microsoft 365, and ability to learn and use relevant UBC information, learning management, web and records systems.