Undergraduate Program Coordinator

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Undergrad Student Supp 3 (Gr7)

Job Title
Undergraduate Program Coordinator

Department
Administrative Support Department of Asian Studies

Compensation Range
$4,009.00 – $4,214.00 CAD Monthly

Posting End Date
November 7, 2022

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

Job End Date

Job Summary
As the first point of contact in the Asian Studies main office, the Undergraduate Program Coordinator provides support, information, and guidance to prospective and current students on academic programs and courses within the Department, handles general email, phone and in-person enquiries, and provides administrative support to the Department. This position is office-based at UBC’s Point Grey Campus, with the possibility of flex time and some remote work options.

Organizational Status
Reports directly to the Administrator and works under the supervision of the Planning Coordinator. Acts as the primary contact to undergraduate students, and supervises Work Learn student employees. Works closely with the Planning Coordinator and other departmental staff. Contacts individuals within and outside the Department and the University.

Work Performed

• Provides front-line assistance to faculty, students and the public on Asian Studies student services

• Holds regular scheduled office hours, during which current and prospective students can drop in for information and guidance

• Responds to general queries concerning degree and program advancement requirements, as well as program and registration deadlines

• Oversees course registration: Provides direction to students regarding course availability, schedules, and eligibilities; functions as the first point of appeal for students who are not able to register

• Ensures student compliance with prerequisites and continuation requirements; provides advice on placement procedures for language programs within the department

• Investigates and analyzes academic problems and works with the Student Programs Coordinator to find resolutions

• Liaises with Go Global, Arts Advising and Enrollment Services in assisting students wishing to go on or who have been on Exchange Programs and assessing what credits will be awarded for courses taken while on exchange

• Maintains and updates student files and records. Assists in report generation on undergraduate students, registration, grades and other items as requested by Department Committees, Department Head and Administrator

• Enters and updates course scheduling information into Scientia and SISC and acts as the Department Timetable Representative (T-Rep)

• Produces and maintains to-do list calendar for course schedule creation based on Course Scheduling Timelines from UBC Enrolment Services and Department Administrator

• Implements procedures to restrict enrolment to upper-level courses as required

• Implements, monitors and adjusts course enrolment caps as required

• Schedules, maintains and monitors the creation of and enrolment in all department waitlists

• Manages classroom bookings and changes.

• Confirms internally developed course schedule matches data appearing on UBC Student Service Center Course Schedule website, makes corrections as needed

• Performs enrolment monitoring and advises Administrator and Planning Coordinator of over and under subscribed course

• Assists in the handling of student misconduct cases by performing duties such as coordinating and scheduling appointments for instructors to meet with students, taking notes, preparing case files, ensuring secure handling and storage of relevant documents, and maintaining database for case progression and resolution

• Coordinates teaching evaluations for faculty and Teaching Assistants

• Supports adjudication of undergraduate awards

• Provides administrative support to the Department’s Undergraduate / Curriculum committee

• Answers email, phone and in-person enquiries at the Department’s main office; oversees departmental mail and couriers; orders office supplies and maintains inventory

• Trains new staff on established office procedures and protocols; supervises up to four Work Learn students

• Compiles and maintains departmental enrolment statistics

• Performs other duties as required

Consequence of Error/Judgement

This position interacts directly with undergraduate students, faculty members and the academic community on issues concerning admissions, registration and graduation.  The incumbent must be able to work independently and be able to recognize when matters must be brought to the attention of the Administrator, Student Programs Coordinator, Planning Coordinator Undergraduate Committee Chair and/or Department Head.

Errors in performance of the above-related duties, breaches of confidence, or ill-mannered behavior directly affect the reputation of the Department of Asian Studies. The duties involved in this position are mostly time-sensitive with firm deadlines that must be met. Incorrect or inappropriate decisions may jeopardize undergraduate students’ academic programs and their ability to graduate or acquire funding for their studies, and may affect enrolment in departmental courses as well as the credibility of the Department and the University.
Supervision Received
Reporting to the Administrator, the individual is expected to work independently and supports the Planning Coordinator, Chair of the Undergraduate Committee, and Department Head.

Supervision Given
Formally oversees work of Work Learn students. May provide training to other staff.

Minimum Qualifications
High school graduation plus one-year post-secondary education, plus a minimum of four years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

Experience working with students in a post-secondary student services setting and proficiency with office software applications (MS Office) highly preferred. Effective oral and written communication, interpersonal and organizational skills.  Ability to work independently and as a member of a team.  Ability to exercise tact, discretion, judgment and diplomacy.  Ability to exercise cultural sensitivity when dealing with international students and working within an intercultural setting. Experience working with SISC, Scientia, UBC Degree Navigator, UBC FSC preferred.