Senior Program Coordinator

3 weeks ago

Vancouver, British Columbia, Canada The University of British Columbia Full time
Job Title: Senior Program Assistant, Operations & Administration

Job Summary:

The University of British Columbia is seeking a highly organized and detail-oriented Senior Program Assistant to provide coordination and support across all RHL professional graduate degree programs. The successful candidate will work proactively and independently to ensure the smooth operation of program scheduling, course evaluations, and student registration processes.

Key Responsibilities:

• Coordinate course and exam scheduling for RHL programs, resolving complex scheduling conflicts and ensuring accurate program schedules.
• Research and prepare enrolment forecasts and registration reports for informed decisions on program capacity and course offerings.
• Develop complex program timetables and analyze historical enrolment data to determine optimal timing of program electives.
• Schedule courses using various systems and confirm finalized teaching schedules with instructors.
• Make recommendations and develop new procedures for scheduling as needed, ensuring alignment with UBC scheduling deadlines.
• Coordinate course evaluations for RHL programs, working closely with UBC Sauder Administration & Office Support Services to resolve technical issues.
• Respond to instructor inquiries about course evaluations and adjust survey release dates as needed.
• Collate and distribute course evaluation data for review by program managers and senior leadership.
• Make recommendations and contribute to the development of registration timelines for RHL programs, taking into account UBC registration dates.
• Coordinate complex student registration processes, monitoring and adjusting seat pool restrictions as needed.
• Investigate and resolve complex registration problems, liaising with UBC Enrolment Services and UBC IT as required.
• Facilitate internal registration processes by creating Standard Timetables for required courses and monitoring waitlist sections.
• Assist with the review of RHL Academic Calendar entries in preparation for upcoming calendar versions.
• Liaise with Senate & Curriculum Services to confirm processes and procedures for curriculum submissions.
• Prepare first draft curriculum proposal forms for approval by the manager, reviewing Senate restrictions for RHL courses as required.
• Maintain electronic curriculum files and update curriculum change tracking documents.
• Create program track/specialization requirement sheets and course pre-requisite lists annually for distribution to faculty and program staff.
• Assess course and event space needs, matching courses with the most appropriate space and optimizing classroom utilization across all programs.
• Negotiate the use of restricted classroom space with UBC Sauder units, researching other available space on campus and submitting classroom booking requests through Enrolment Scheduling Services.
• Coordinate and monitor usage of allocated breakout rooms, working with UBC Sauder AOSS to restrict/enable access to RHL spaces for various student groups and visitors.
• Communicate with UBC Sauder facilities team regarding classroom maintenance issues.
• Process faculty, employee, and vendor payments, generating invoices and overseeing incoming and outgoing wire transfers.
• Prepare contractor assessment and purchase order exemption forms for vendor payments as needed, identifying errors and processing journal voucher (JV) transfers to correct errors.
• Recommend, develop, and maintain systems to track all RHL expenses and funding annually to ensure full financial accountability.
• Coordinate student award/prize payments by preparing award recommendation and JV forms.
• Work closely with the UBC Sauder HR department to coordinate faculty teaching payments for RHL programs and ensure that teaching credits are properly allocated.
• Provide administrative support with the hiring process for new employees.
• Update the Student Experience Team Staff Onboarding Guide and contribute to the development of onboarding and exiting checklists for employees and Work Learn students.
• Organize training sessions for new team members and update training templates.
• Provide regular reception coverage for the unit, greeting visitors and answering general inquiries.
• Provide information to prospective students on graduate program offerings and screen before referring to a Recruitment and Admissions team member.
• Receive current students, respond to basic inquiries, and redirect to appropriate Student Experience team members.
• Take and send messages, prepare documents, schedule appointments, order office supplies, and monitor and maintain office equipment.
• Provide logistical, clerical, and technical support to the unit managers/directors.
• Participate in strategic program development and unit projects, suggesting new ideas for consideration and development, and providing input into departmental policies.
• Document procedures, ensuring that the position manual and unit Wiki are thorough, accurate, and up to date.
• Provide training and guidance to RHL team on all aspects of Scientia, FSC/SCMC, SISC, TeachEval, and Degree Navigator, becoming the subject matter expert on new systems and providing input into systems' requirements.
• Provide back-up coverage during peak periods and absences for the Administrative Assistant.

Requirements:

• High School graduation, plus two years of post-secondary education, plus four years of related experience, or the equivalent combination of education and experience.
• Willingness to respect diverse perspectives, including perspectives in conflict with one's own.
• Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications:

• Experience working with students, answering inquiries, and resolving problems and issues.
• Ability to exercise initiative, tact, and discretion when working with information of a confidential and/or sensitive nature.
• Ability to take initiative, prioritize, and work effectively under pressure and meet deadlines and demands of a very busy office.
• Ability to gather, organize, and interpret information.
• Proven excellence in written and verbal communication.
• Ability to handle a wide variety of tasks and establish priorities, organizing workload for timely and effective delivery of services, including careful attention to details.
• Ability to exercise judgement under pressure and demonstrate initiative in handling matters of a complex and non-routine nature.
• Ability to work flexible hours and some overtime.
• Experience with the following systems is considered an asset: Microsoft Office, Word Press, SiteCore, Canvas, UBC Student Information System SISC, UBC Faculty Service Centre FSC / Scheduling & Curriculum Management Centre SCMC, UBC Student Evaluation of Teaching TeachEval, Degree Navigator, and Workday.

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