Undergraduate Program Coordinator

3 days ago

Vancouver, British Columbia, Canada UBC Full time
Job Summary

This role serves as the primary point of contact for undergraduate students in the Department of Asian Studies, providing information and support on various aspects of the undergraduate program. The incumbent will work closely with the Administrator, Planning Coordinator, and Department Head to ensure seamless delivery of student services.

Key Responsibilities
  • Provide front-line assistance to faculty, students, and the public on Asian Studies courses, programs, and student services.
  • Respond to a variety of written and oral inquiries of an interpretive nature from current and incoming students, requiring a thorough knowledge of the undergraduate program, university policies, and procedures.
  • Assist students, faculty, and staff by providing information, interpreting university policies and procedures relating to undergraduate issues.
  • Oversee course and waitlist registration, providing direction to students regarding course availability, schedules, and eligibilities.
  • Interact with other departments and Arts Advising on behalf of students when they encounter registration problems that cannot be remedied at the department level.
  • Ensure student compliance with prerequisites and continuation requirements, providing information on placement procedures for language programs within the department.
  • Investigate and analyze academic problems and work with the Student Programs Coordinator to find resolutions.
  • Liaise 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.
  • Maintain and update student files and records, assisting in report generation on undergraduate students, registration, grades, and other items as requested by Department Committees, Department Head, and Administrator.
  • Assist with the development and maintenance of the Japanese Language Programs placement system.
  • Provide administrative assistance with the development of the web and social media presence for the Japanese Language Program, as well as Program events.
  • Enter and update course scheduling information into Scientia and Workday Student, acting as one of the Department Timetable Representatives.
  • Implement procedures to restrict enrollment to upper-level courses as required.
  • Adjust course enrollment caps as required.
  • Maintain and disseminate changes to policies and procedures related to registration and course scheduling.
  • Coordinate classroom bookings and changes.
  • Resolve complex issues around assigning classrooms and unique course requirements.
  • Confirm internally developed course schedule matches data appearing on Workday Student, making corrections as needed.
  • Perform enrollment monitoring and provide information to the Administrator and Planning Coordinator of over- and under-subscribed courses.
  • Coordinate teaching evaluations for faculty and Teaching Assistants.
  • Support adjudication of undergraduate awards.
  • Provide administrative support to the Department's Undergraduate/Curriculum committee, including the curriculum change process.
  • Answer email, phone, and in-person inquiries at the Department's main office, oversee departmental mail and couriers, order office supplies, and maintain inventory.
  • Train new staff on established office procedures and protocols, supervise up to four Work Learn students.
  • Compile and maintain departmental enrollment statistics.
  • Perform other duties as required.
Requirements

This role requires a 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. The incumbent must demonstrate a commitment to enhancing their own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Experience in a post-secondary student services setting and experience working with students in a student support role are required. Advanced-level Japanese language skills are also required. Proficiency with office software applications (MS Office) and experience working with Scientia and Workday Student are necessary. Effective oral and written communication, interpersonal, and organizational skills are essential. The ability to work independently and as a member of a team, exercise tact, discretion, judgment, and diplomacy, and exercise cultural sensitivity when dealing with international students and working within an intercultural setting are also required.

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