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Undergraduate Program Coordinator

2 months ago

Vancouver, British Columbia, Canada UBC Full time
Undergraduate Program Coordinator

The Undergraduate Program Coordinator provides administrative support to the Department of Asian Studies, serving as the first point of contact for undergraduate students and faculty members.

Key Responsibilities:
  • Provides front-line assistance to faculty, students, and the public on Asian Studies courses, programs, and student services.
  • Responds to a variety of written and oral inquiries from current and incoming students, providing information and replies to inquiries regarding University programs, courses, and requirements.
  • Assists students, faculty, and staff by providing information, interpreting University policies and procedures relating to undergraduate issues.
  • Oversees course and waitlist registration, provides direction to students regarding course availability, schedules, and eligibilities.
  • Liaises with other departments and Arts Advising on behalf of students when they encounter registration problems.
  • Ensures student compliance with prerequisites and continuation requirements, provides information on placement procedures for language programs within the department.
  • Investigates and analyzes academic problems and works with the Student Programs Coordinator to find resolutions.
  • Maintains and updates student files and records, assists in report generation on undergraduate students, registration, grades, and other items as requested by Department Committees, Department Head, and Administrator.
  • Assists with the development and maintenance of the Japanese Language Programs placement system.
  • Provides administrative assistance with the development of the web and social media presence for the Japanese Language Program, as well as Program events.
  • Enters and updates course scheduling information into Scientia and Workday Student, acts as one of the Department Timetable Representatives.
  • Implements procedures to restrict enrolment to upper-level courses as required, adjusts course enrolment caps as required.
  • Maintains and disseminates changes to policies and procedures related to registration and course scheduling.
  • Coordinates classroom bookings and changes, resolves complex issues around assigning classrooms and unique course requirements.
  • Confirms internally developed course schedule matches data appearing on Workday Student, makes corrections as needed.
  • Performs enrolment monitoring and provides information to the Administrator and Planning Coordinator of over and under subscribed courses.
  • Coordinates teaching evaluations for faculty and Teaching Assistants.
  • Supports adjudication of undergraduate awards.
  • Provides administrative support to the Department's Undergraduate/Curriculum committee, including the curriculum change process.
  • Answers email, phone, and in-person enquiries at the Department's main office, oversees departmental mail and couriers, orders office supplies and maintains inventory.
  • Trains new staff on established office procedures and protocols, supervises up to four Work Learn students.
  • Compiles and maintains departmental enrolment statistics.
Requirements:
  • High school graduation plus one year post-secondary education, plus a minimum of 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:
  • Experience in a post-secondary student services setting, and experience working with students in a student support role required.
  • Advanced level Japanese Language skills required.
  • Proficiency with office software applications (MS Office) and experience working with Scientia and Workday Student required.
  • Effective oral and written communication, interpersonal and organizational skills.
  • Ability to work independently and as a member of a team.
  • Ability to exercise tact, discretion, judgment, and diplomacy.
  • Ability to exercise cultural sensitivity when dealing with international students and working within an intercultural setting.