Undergraduate Program Coordinator

3 weeks ago

Vancouver, British Columbia, Canada The University of British Columbia Full time
Position Overview

The Student Services division at The University of British Columbia's Department of Civil Engineering is dedicated to facilitating a comprehensive array of undergraduate and graduate degree offerings in Civil Engineering. This division collaborates closely with various stakeholders, including faculty, staff, students, university partners, and alumni, to ensure an outstanding educational experience for all students.

The role of Undergraduate Support is crucial in managing and proactively executing administrative functions to guarantee the effective operation of our undergraduate programs while providing essential support to our students. This position also entails offering advanced administrative and secretarial assistance to the Associate Heads overseeing Undergraduate and Graduate programs, the Manager of Student Services, and faculty members within the department. At times, this role may require covering responsibilities related to Graduate Support, necessitating familiarity with university and departmental policies and procedures pertinent to graduate student support.

Key Responsibilities

  • Program Administration: Oversee the graduation adjudication process by collaborating with instructors to ensure timely grade submissions for fourth-year students. Compile necessary information for adjudication and work closely with the Associate Head and Manager of Student Services to confirm graduation eligibility.
  • Coordinate NSERC USRA/Work Learn International Undergraduate Research Awards, acting as a liaison with the Dean's office and managing applications.
  • Administer undergraduate awards by collaborating with the Associate Head and Manager of Student Services to submit nominations and recommendations.
  • Facilitate student course registration, maintain waitlists, and communicate registration statuses to students.
  • Ensure compliance with prerequisites and continuation requirements by monitoring student progress and addressing issues with faculty advisors.
  • Manage comprehensive student records in accordance with university policies.
  • Support Civil Engineering student teams and their initiatives, including facilitating departmental funding.
  • Contribute to the development of administrative processes and policies, participating in strategic program development and providing input on departmental policies.

Student Advising & Engagement:

  • Respond to various inquiries from students, providing guidance on course registration, program requirements, and campus resources.
  • Direct curriculum-related inquiries to appropriate academic advisors and complex advising to the Manager of Student Services.
  • Support initiatives aimed at enhancing student engagement within the Civil Engineering department.

Communication Duties:

  • Serve as the primary contact for undergraduate students, disseminating key program information through various communication channels.
  • Coordinate examination invigilation and relay pertinent information to instructors and teaching assistants.
  • Maintain effective communication with faculty, department staff, and university partners to achieve operational objectives.

Event Coordination:

  • Organize and oversee departmental participation in key recruitment events, collaborating with various stakeholders to ensure successful execution.
  • Coordinate logistics for the Vancouver Summer Program, including orientation and social events.
  • Assist in planning and organizing the Department's undergraduate orientation session.

General Administration:

  • Provide senior secretarial support to the Associate Heads and Manager of Student Services, managing high-priority requests.
  • Coordinate meetings, prepare agendas, and document critical decisions.
  • Support faculty in administrative tasks related to course management and accreditation preparation.

Qualifications:

Applicants should possess a high school diploma, a two-year post-secondary diploma, and four years of relevant experience, or an equivalent combination of education and experience. Candidates should demonstrate a commitment to equity, diversity, and inclusion, and possess strong organizational and communication skills.

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