Graduate Programs Coordinator

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Grad Student Support 3 (Gr8)Job TitleGraduate Programs CoordinatorDepartmentResearch Programs | School of Population and Public Health | Faculty of MedicineCompensation Range$4, $5,102.00 CAD MonthlyPosting End DateMay 21, 2024

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

Job End Date

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 Description Summary

The Graduate Programs Coordinator works proactively and independently to a) provide coordination and support across all SPPH graduate degree programs in the areas of course and exam scheduling, , registration, curriculum, and room booking, and b) supports the Master of Science in Population and Public Health (MSc PPH), and Doctor of Philosophy in Public Health (PhD) programs in admissions and student services activities. Works from a broad range of program knowledge as well as in-depth knowledge and expertise in the above operational/administrative areas and their related UBC systems.

This role resolves complex problems, works closely with education team managers and serves as a resource for faculty. Specifically, the Graduate Programs Coordinator works with the Senior Education Manager and Academic Programs Manager The position has extensive contact with prospective students, current students, UBC faculty, and staff from the Faculty of Graduate and Postdoctoral Studies (G+PS).

Organizational Status

The School of Population and Public Health (SPPH) is part of the Faculty Medicine at the Vancouver campus of the University of British Columbia. The School offers six graduate programs (Masters and PhD level) along with a Residency program and undergraduate courses, with total enrolment for the graduate programs of approximately 350 students. In addition to program-based functions, clerical staff also work collaboratively with managers on dedicated portfolios in support of the overall education mission of the School to attract, support and retain the best graduate students for our programs. Specialized tasks associated with these portfolios will also be assigned. It is expected that this position will deliver an excellent customer experience as it applies to all aspects of degree and executive education programs offered through the School.

Implementation and delivery of the School's educational offerings are led and supported by a team that includes a Senior Education Manager, four education program managers, and four program coordinators. Together, they have shared responsibilities for admissions and graduate student support, along with specialized tasks in support of dedicated portfolios led by a Program Manager. The incumbent will interact with SPPH students, staff, and faculty and will liaise with University staff from other departments such as Graduate and Postdoctoral Studies. The role reports to the Academic Programs Manager. This position also works closely with the Associate Director, Education; Senior Education Manager; MSc/PhD Program Director; and other educational staff at SPPH.

Work Performed

Cross-Programmatic Functions

Course Scheduling and Management - 40%

• Works closely with , to maintain and update tools to support assignment of teaching responsibility. This requires ongoing management of databases containing sensitive information about faculty roles and funding sources.
• Works closely with the and liaises with instructors to ensure the accuracy and acceptability of course locations, dates, times, instructors, enrollment restrictions, etc.
• Works under the guidance of the , to identify student registration needs across all programs.
• Coordinates complex student registration processes by setting maximum enrolments and opening/closing registration to ensure appropriate access for all student groups.
• Uses UBC scheduling and registration systems knowledge and expertise to coordinate course scheduling process for approximately 75 SPPH courses, including application of knowledge of UBC based software systems, including Scientia scheduling software and UBC Workday Student.
• Makes recommendations and contributes to the development of registration timelines for programs by taking UBC graduate and undergraduate registration dates into consideration.
• Creates and maintains waitlists for courses.
• Creates and maintains databases and SPPH webpages to track and update course changes including room usage, student enrollment numbers, instructor details, and special requests.
• Coordinates enrollment of students from outside of SPPH in courses taught by SPPH.
• Consults with the Academic Programs Manager and for appropriate approvals, and updates course information on the SPPH website.
• Coordinates and monitors usage of allocated breakout rooms. Works with administration and education team to restrict/enable access to SPPH spaces for various student groups and visitors.
• Identifies and coordinates classroom requirements for integrated courses from program staff.
• Negotiates the use of restricted classroom space shared with other SPPH administrative and academic units.
• Coordinates textbook ordering with instructors and the UBC Bookstore.
• Researches other available space on campus and evaluates appropriateness for courses and events. Submits classroom booking requests through Enrolment Scheduling Services for program orientations, special events, and ad hoc activities.
• Communicates with UBC facilities staff regarding classroom maintenance issues.
• Investigates and resolves complex registration problems as they arise.
• Assists with the review of the Academic Calendar entries in preparation for the release of upcoming calendar versions.
• Supports the Associate Director, Education, to prepare materials related to curriculum submissions.
• Maintains electronic curriculum files and updates curriculum change tracking documents.

Awards/ Scholarship Support and General Administration - 10%

• Assists the Academic Programs Manager in preparing student files for scholarship applications, including weighted GPA calculation, document preparation, and submission to G+PS through workspace software.
• Advertises school-based awards and prizes. Collates student submissions for relevant awards and prepares information as required for adjudication.
• Maintains database of internal and external award and scholarship holders.
• Assists the Academic Programs Manager with website updates using WordPress.
• Creates web content such as student profiles, student guides, alumni interviews, etc., under the direction of the Academic Programs Manager.
• Responds to and interprets various inquiries from faculty, staff, students, prospective students and the public, and determines the appropriate course of action, which may include redirecting inquiries to the appropriate individual, area, school, building or office.
• A number of these queries may necessitate an awareness of the schedule of other faculty members.
• Maintains an ongoing awareness of departmental school activities such as seminars, rounds, teaching programs, class schedules, thesis defenses, etc., as well as activities of current faculty, staff and students.
• Attends meetings, seminars and workshops given by G+PS and Enrollment Services to maintain proficiency in areas of rapidly changing information, such as scholarships, reporting, evaluations, etc., as required.
• Other duties as required.

MSc and PhD Graduate Student Support

Current Student Support (MSc, PhD) - 30%

• Responds to inquiries from students and faculty regarding SPPH, G+PS, and UBC policies and procedures. Summarizes and forwards complex cases to the Academic Programs Manager for further action.
• Monitors and records academic progress of graduate students in the MSc PPH, and PhD programs in student databases and SPPH records, including: completion of required coursework, comprehensive exam completion, presentation to the Thesis Screening Panel, Advancement to Candidacy, annual progress reports, supervisory committee membership, final oral defences, leaves of absence, and program extensions.
• Coordinates submission of paperwork relating to student records required by G+PS, including: transfer credit requests, course exemption requests, Advancement to Candidacy, annual progress reports, supervisory committee membership, final oral defenses, leaves of absence, program extensions, and program withdrawals. Liaises with Academic Programs Manager and Program Directors for appropriate approvals.
• Assists in coordinating, scheduling, and communications surrounding events for graduate students, including program orientations, comprehensive exams, the Thesis Screening Panel, thesis defenses, and graduation.
• Resolves registration errors and course registration requests for SPPH students' courses in conjunction with G+PS staff.
• Maintains and updates PhD Minimum Funding Database. Alerts Academic Programs Manager to any irregularities or potential problems.
• Resolves complex problems related to graduate students in consultation with Academic Programs Manager.
• Liaises with Academic Programs Manager and Program Directors for appropriate approvals of program extensions and withdrawals.
• Assists with coordinating, scheduling, and communications surrounding events for graduate students, including program orientations, comprehensive exams, the Thesis Screening Panel, thesis defenses, and graduation.

Admissions, Prospective Student Support (MSc, PhD) & General Administration - 20%

• Coordinates the graduate admissions process for the MSc PPH, and PhD programs in conjunction with the Academic Programs Manager, bringing cases requiring special adjudication to an admissions committee for determination with recommendations as per relevant UBC admissions policies.
• Maintains accurate admissions records in the e:Vision system and in program database.
• Communicates with applicants and references to obtain accurate and acceptable documents or information including preparing admission offers.
• Performs initial evaluation and interpretation of admission records, including: transcript authentication, GPA calculation, document acceptability, and overall applicant eligibility.
• Creates and maintains admission databases for each year.
• Assembles application packages for review by admissions committees.
• Supports Academic Programs Manager in the creation of minimum funding packages for PhD students.
• Responds to oral and written program based prospective student inquiries of an interpretive nature from local, national, and international persons.
• Advising prospective international students on issues such as requirements for admission, immigration documentation, and employment authorization and on a case-by-case basis, where a letter of support is required or other special paperwork on behalf of the Program Director or Supervisor.
• Develops and maintains templates to reply to initial contact and, where appropriate, provide detailed tailored responses. This includes, but is not limited to: math/ statistics prerequisites; course credit and exemptions; minimum program requirements; scholarships and funding; non-UBC based study through UBC Go Global, Western Deans Agreement, Graduate Exchange Agreement; as well as late and second round applicants.
• Researches and assesses potential applicants' credentials and previous education and provides advice guided by the Faculty of Graduate and Postdoctoral Studies requirements and SPPH Admissions Committee guidelines.

Consequence of Error/Judgement

Errors in judgment may lead to inefficiency of operation, delayed results, conflict situations. Errors in processing materials for the Faculty of Graduate and Postdoctoral Studies may result in significant burdens (emotional, financial, and professional) for students in the programs. This role deals with confidential and sensitive information about faculty and must maintain discretion at all times.

This position will be responsible for the access, collection, use and disclosure of personal information in accordance with the BC Freedom of Information and Protection of Privacy Act (RSBC 1996) and other UBC privacy and security policies. This position requires employees to work under strict confidentiality requirements; internal procedures and policies to protect personal information must be followed, and adherence to these requirements will be regularly reviewed by the employer.

Supervision Received

Reports to the Academic Programs Manager and also receives direction from the Senior Education Manager and other education managers.

Supervision Given

No formal supervision given but may oversee the work of temporary employees on specific tasks.

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

• Demonstrated skills in entering and maintaining detailed information
• Ability to communicate effectively verbally and in writing. This includes the ability to communicate with faculty, students, staff, and a diversity of other people in a calm, courteous, and efficient manner, while exercising tact and discretion.
• UBC experience preferred.
• Experience with Graduate student administration (scheduling, admissions, awards processes, etc.) preferred.
• Ability to effectively use Microsoft Office (e.g., Outlook, Word, Excel) and Adobe Acrobat at an intermediate level.
• Experience with WordPress is an asset.
• Ability to problem-solve and apply creative solutions.
• Ability to learn new systems.
• Ability to work effectively independently and in a team environment.
• Organizational skills including the ability to prioritize, maintain accuracy, maintain attention to detail, and work effectively under pressure to meet deadlines.

---