Online Learning and Administrative Support Coordinator

Job Category
Executive Administrative Staff

Job Profile
Non Union Salaried – Administrative Assistant 2

Job Title
Online Learning and Administrative Support Coordinator

Department
Haida Gwaii Institute Dean’s Office Faculty of Forestry

Compensation Range

Posting End Date
March 18, 2024

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

Job End Date

Aug 31, 2025

This is a .5 FTE position and compensation will be prorated. This position is located in Skidegate, Haida Gwaii.

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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
The Online Learning and Administrative Support Coordinator provides complex administrative support to the Management Team, students, instructors, and guest speakers for the HGI educational programs and online courses. This position is based on Haida Gwaii.
Organizational Status
Works closely with the Program & Operations Manager and interacts regularly in collaboration with other members of the Management Team including Director and Finance Manager. Liaises with UBC Student Services and other UBC departments as needed.
Work Performed
 

Online Program Support (30%)

• Works closely with Program & Operations Manager to support the ongoing development and design of online course and program curriculum based on familiarity of HGI’s pedagogical approach as well as based on feedback from students, instructors, and their own observations.
• Assists Instructors with online course delivery, planning, and facilitating activities and discussions.
• Takes student attendance and monitors participation in online courses.
•  Manages course communications in Canvas including, announcements for online courses and programs.
•  Provides technical support for online course instruction on Canvas as well as Canvas Catalogue, which includes: ensuring consistent “look and feel” across HGI courses; archiving of course materials and supporting instructors with updating content and links on Canvas.
•  Adheres to UBC’s policies on safeguarding security of data, electronic devices, and online classroom content to ensure compliance with Freedom of Information and Privacy policies with regard to student images and information.
• Supports instructors in building and maintaining inclusive online learning environments.
•  Assists in coordinating Community Educator presentations and mails haw’aa cards for online courses and programs.
• Supports students (online courses and programs), being available and conferencing with students individually and/or in small groups.
• Develops and conducts course surveys. Assists in the development and implementation of program/course assessment and evaluation tools for online courses and programs, and prepares online program reports.
   

Administration Support (15%)

• Assists Community Educators and local (Haida Gwaii) small suppliers with Workday supplier set-up processes.
• Books instructor travel and rental vehicles.
• Analyses and assesses the day-to-day office equipment needs; identifies suppliers and places orders for supplies. Receives orders. Maintains inventory records of office equipment and supplies.
• Identifies, researches and evaluates service/good suppliers for cost effectiveness and ensuring that operational safety and legislative requirements and standards are met.
• Identifies suppliers and places order for classroom, field supplies and equipment. Receives supplies.
• In coordination with the Finance and Administration Manager, may make purchases, select service suppliers, and review invoices, and other financial documents adhering to UBC financial and legislative requirements.
• Works with HGI Finance and Administration Manager and UBC Faculty of Forestry Finance team in the distribution of travel & GT grant funds.
• Supports HGI events through planning and implementation including hiring caterers and reserving venues.
   

General (5%)

• Participates in the development of the unit’s strategic plan, policies and processes.
• Represents HGI at outreach/community engagement events to enhance community profile.
• Attends HGI advisory meetings as needed.
• Performs other related duties in keeping with the qualifications and requirements of the position.

Consequence of Error/Judgement

This position interacts with students, instructors, and community educators and in doing so ensures they meet UBC standards of professional conduct, and are following UBC and HGI’s safety policies, best practices, and values. Inappropriate actions and behavior may cause damage to HGI’s reputation as a world class education institute.
 

Must exercise judgment based upon thorough knowledge of procedures, guidelines, agreements, and regulations, and make decisions based on them. An error in extracting, uploading or sharing student or faculty information can violate their privacy. Incorrect actions or decisions may adversely affect the classroom environment and career of students and negatively impact the Faculty of
Forestry and the University.

Certain duties will require a high level of confidentiality, particularly when dealing with students’ personal information. At UBC, we are regulated by the Freedom of Information and Protection of Privacy Act (FIPPA), which requires us to protect personal information from unauthorized collection, use or disclosure. Failure to comply with FIPPA increases the risk of a privacy breach, which could have negative consequences for the affected individuals and the department. This position, in coordination with the Finance and Administration Manager, must ensure financial documents adhere to UBC financial and legislative requirements. Failure to do so may present the Haida Gwaii Institute, and UBC Faculty of Forestry and UBC with legal and financial liabilities.

Supervision Received

Works independently with supervision from the Program & Operations Manager. Matters involving policy or liability are referred to the Director.

Supervision Given
Supervises the virtual classroom for online courses and programs.

Minimum Qualifications
High school graduation, plus 1 year of post-secondary education, plus 4 years of related experience; or an equivalent combination of education and experience. Ability to compose complex correspondence. Effective communication skills. Ability to exercise tact and discretion with faculty, staff, students and the public in giving and obtaining information, explaining practices and procedures. Ability to coordinate and direct the work of others.
– 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

• 2-year post-secondary education, plus 4 years related experience; or the equivalent combination of education and experience
• Experience working on Haida Gwaii or other rural or Indigenous community.
• Experience working in post-secondary education is an asset.
• Computer literate with proficiency and working knowledge of Microsoft Word and PowerPoint.
• Excellent oral and written communication skills.
• Occupational First Aid Level 1.
• Experience working in finance and administration.
• Skills and experience using design software such as Adobe or Canva and learning management systems and platforms such as Canvas.
• Ability to work independently as well as collaboratively with a team.
• Excellent leadership skills.
• Ability to create and accurately maintain record and filing systems.
• Demonstrative proficiency using MS Excel and MS Access