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Program Coordinator

2 weeks ago

Vancouver, British Columbia, Canada UBC Full time
Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleProgram CoordinatorDepartmentPlanning, Administration and Communications | Centre for Teaching, Learning and TechnologyCompensation Range$4, $4,827.00 CAD MonthlyPosting End DateMarch 18, 2025

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

Job End Date

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

This position provides complex administrative support for initiatives identified by the Centre for Teaching, Learning and Technology's (CTLT) Academic Director, Deputy Academic Director, and Senior Management Team. The work of this role will support many project leads and program leads across the unit, doing varied work daily. A strong ability to multi-task, set priorities and work towards goals and deadlines are vital to the success of the applicant in this position.

Organizational Status

Reports to the Associate Director, Administration, and takes direction from the Academic Director, Deputy Academic Director, and members of the Senior Management team (SMT), depending on the project.

Work Performed

1. Project and Programs as directed by the project owner(s):

  • Coordinates a variety of admin processes, to enable the successful working of the programs or projects, including, scheduling meetings with internal and external stakeholders, capturing and recording timelines and actions, following up on tasks, tracking identified goals, priorities, and objectives, communicating with program participants, and developing post-program reports

  • Collects and maintains program data, provides analysis and reporting of result

  • Acts as point person for a variety of tasks within defined processes

  • Generates reports and documentation in support of defined goals and processes

  • Compiles and documents analysis on a variety of related topics

  • Completes desk research, for example, collecting information on, and analysis of, various program at other institutions and summarizing reports and articles related to the work of the unit

  • Drafts and sends communications to various stakeholders and collaborators

  • Organizes and maintains documentation for the work of the program

2. Funding Calls, as directed by the program chairs:

  • Coordinates with the Finance Manager to facilitate the dissemination of funds for university-wide projects

  • Provides general admin support for these processes, including scheduling meetings with internal and external stakeholders, summarizing results, and communicating results to submitters

  • Acts as main support for the CTLT submission system, including uploading requests into the system, communicating with external submitters around missing information, coordinating adjudication processes, running reports in various formats, and communicating results to submitters

  • Pulls and collates data into spreadsheets and reports

  • Updates content on relevant websites using the content management system, with adequate training and support from the web team.

3. Committee Support, as directed by relevant committee chairs:

  • Supports committee chairs to plan and deliver effective meetings, including scheduling meetings, distributing agenda items, capturing decision and discussion points, and following up on action items assigned to committee members

  • Oversees complex calendar coordination for senior leadership, coordinating across multiple stakeholders to support strategic initiatives

  • Handles highly sensitive information with discretion, supporting executive decision-making

  • Provides support, as appropriate, to complete the actions in planning

  • Creates documents and images as directed by the committee chairs

  • Documents and clarifies, and works to refine processes attached to the work of the committees

  • Updates committee websites in collaboration with relevant communications/website teams.

4. Performs other related duties, as required

Consequence of Error/Judgement

This position requires good judgment, tact, discretion and initiative to an outstanding degree.

Errors in judgment could have negative impact on the Centre of Teaching, Learning & Technology and the University, resulting in poor public relations, financial costs, or loss of credibility.

Lack of agility or timeliness could harm CTLT's ability to meet its responsibilities to external stakeholders.

Must demonstrate exceptional public relations and interpersonal skills: inappropriate or errant communication of sensitive issues could have significant negative reputational impact on CTLT or the University.

Supervision Received

Works independently under broad directives from the Associate Director, Administration. Takes direction from the Academic Director, Deputy Academic Director, and Senior Management Team members, based on the work. Work is reviewed in terms of sound management practice and achievement of specific objectives.

Supervision Given

None.

Minimum Qualifications

High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an 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

  • Proficiency in MS Office, with a strong emphasis on advanced Excel functions, is preferred.

  • Experience with project and committee admin support

  • Experience dealing with people in a calm and courteous manner; Provides high customer client-service focus to all work

  • Work effectively independently and in a team environment.

  • Ability to successfully deal with multiple, competing and often rapidly shifting priorities.

  • Can identify contentious or politically sensitive issues with tact and discretion, consulting and informing as appropriate for the process.

  • Able to determine when to escalate issues appropriately. Knows when to seek additional direction or confirmation on the plan of action.

  • Excellent time management, organizational, planning and coordination skills. Plans with an appropriate and accurate sense of the time demand involved. Able to realistically anticipate obstacles when planning.

  • Excellent communication skills. Ability to communicate effectively verbally and in writing. Listens actively and attentively, and obtains clarification as required. Seeks information from a variety of resources and shares appropriately.

  • Pays close attention to detail to achieve thoroughness and accuracy.

  • Ability to review, analyze, and synthesize information into summaries and reports.