Undergraduate Programs Coordinator

1 week ago

Vancouver, British Columbia, Canada The University of British Columbia Full time
Job Summary

The Department of Electrical and Computer Engineering at The University of British Columbia is seeking a highly organized and detail-oriented Undergraduate Programs Assistant to support the smooth operations of our undergraduate programs. The successful candidate will work closely with the Student Services and Engagement team to provide exceptional student support and services.

The Undergraduate Programs Assistant will be responsible for a wide range of administrative tasks, including student advising, course registration, academic scheduling, and program support. They will also provide back-up reception duties for the department's administration services office as needed.

Key Responsibilities

  • Process manual course registration requests and manage course waitlists.
  • Answer questions from students about degree requirements, academic progress, and program completion.
  • Review and update student records in line with UBC policy.
  • Process program transfers and assist with course scheduling and timetabling.
  • Coordinate with course instructors to ensure final course grades are uploaded in a timely manner.
  • Work closely with the Associate Head, Undergraduate Affairs, and the Manager, Student Services and Engagement, to confirm which students have met requirements for graduation.
  • Assist faculty with handling academic misconduct cases and ensure students' compliance with course prerequisites and required coursework.
  • Assist faculty with adjudication of undergraduate awards and submit nominations for external awards.
  • Submit update requests to UBC's Academic Calendar on behalf of the department.

Student Advising and Engagement

  • Act as the primary point of contact for a large cohort of electrical, computer, and biomedical engineering undergraduate students.
  • Advise students on a wide range of academic and non-academic matters and hold drop-in undergraduate advising sessions.
  • Identify students in crisis and recommend appropriate academic or non-academic resources and supports.
  • Use the department's request tracking system to respond to email inquiries from current and prospective undergraduate students.

Curriculum Support

  • Support the ECE curriculum committee with compiling materials and collecting department feedback on curriculum matters.
  • Inform program support staff in other UBC departments about ECE curriculum changes that may affect their students.

General Administration

  • Provide cross-coverage for routine graduate program support duties and reception duties as needed.
  • Make recommendations and contribute to the development of student-oriented administrative processes and procedures.

Requirements

  • High School graduation, plus one year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.
  • Willingness to respect diverse perspectives and a demonstrated commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.

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