Undergraduate Program Coordinator

3 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr7)

Job Title

Undergraduate Program Coordinator

Department

Administrative Support | Department of Asian Studies

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

October 1, 2024

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

Job End Date

May 31, 2025

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

Acts as the first point of contact in the department’s main office, provides information and support to undergraduate students, provides administrative support to the Japanese Language Program. Major responsibilities include responding to a variety of inquiries from general to an interpretative nature related to the programs and courses using general guidelines and established Faculty and University policies; assisting with the management, maintenance and development of online placement system, as well as enrolment and events support for the Japanese Language Programs; providing administrative support to the Department; and liaising with university and external agencies.

Working Relationships

Reports directly to the Administrator and works under the supervision of the Planning Coordinator. Serves as the primary point of contact for undergraduate students, and supervises Work Learn student employees. Works closely with the Planning Coordinator and other departmental staff. Contacts individuals within and outside the Department and the University.

Work Performed- Provides front-line assistance to faculty, students, and the public on Asian Studies courses, programs, and student services.-
- Responds to student inquiries pertaining to issues such as enrollment, course availability, and confirmation of registration. Assists students, faculty and staff by providing information, interpreting University policies and procedures relating to undergraduate issues.- Holds regular scheduled office hours, during which current and prospective students can drop in for information and guidance.- Oversees course and waitlist registration: Provides direction to students regarding course availability, schedules, and eligibilities; functions as the first point of appeal for students who are not able to register.- Interacts with other departments and Arts Advising on behalf of students when they encounter registration problems which cannot be remedied at the department level- 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.- Liaises with Go Global, Arts Advising and Enrollment Services in assisting students wishing to go on or who have been on Exchange Programs and assessing what credits will be awarded for courses taken while on exchange- 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 and 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 course.- 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.-
- Trains new staff on established office procedures and protocols; supervises up to four Work Learn students.- Compiles and maintains departmental enrolment statistics.- Performs other duties as required.

Exercising

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