Graduate Programs Coordinator

2 weeks ago

Vancouver, Canada UBC Full time

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Grad Student Support 3 (Gr8)

Job Title
Graduate Programs Coordinator

Department
Research Programs | School of Population and Public Health | Faculty of Medicine

Compensation Range
$4,739.00 - $5,102.00 CAD Monthly

Posting End Date
May 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.

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

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