Job Category
M&P – AAPS
Job Profile
AAPS Salaried – Student Management, Level A
Job Title
Program Coordinator
Department
Administrative Support | First Year Programs | Faculty of Arts
Compensation Range
$4,688.67 – $6,754.00 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
August 19, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Summary:
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.
Cognitive Systems (COGS) is a multidisciplinary program that offers five undergraduate major degree, in the Faculties of Arts and Science. Its member departments are Computer Science, Linguistics, Philosophy, and Psychology. Much of the program’s curriculum is drawn from the course offerings of these departments, but the program also delivers the teaching for five of its own core courses, at the 200, 300 and 400 levels, each of which has multiple sections. There are approximately 850 students in enrolled COGS courses in any given year, and approximately 400 who have been admitted to a major in one of the BA or BSc COGS streams.
The Program Coordinator manages all aspects of student experience in the program from recruitment and admission through graduation and alumni development. This includes the advising of students; liaison with alumni; the scheduling of classes, and other academic and social events; the operation and safety of the program’s office and laboratory space; the procurement of any electronic equipment required for the lab-based aspects of the program’s curriculum; the management of finances, and of student records; the preparation of written and statistical reports for audiences in an outside the university; and the appointment of teaching assistants, academic assistants, and sessional faculty.
The annual budget for the COGS program is approximately $350,000.
Organizational Status
The Program Coordinator reports to the Administrator in First-Year and Interdisciplinary Programs (FYIP), and works under the general supervision of the Program Chair. Interaction takes place routinely with instructors of the courses that are offered by the program, and with the administrative, academic and leadership staff of the departments that contribute to it. The coordinator’s role requires frequent liaison with Faculty of Arts’ and of Science’s Deans’ Offices, and Advising Offices, with Enrolment Services, and with Financial Services.
Work Performed
Recruitment and Admission
Student Advising and Support
Program Support
Consequence of Error/Judgement
The program coordinator is required to exercise judgment and tact in all interactions. Errors could result in difficulties and miscommunication, as well as having detrimental effects on students’ course scheduling, and on their ability to graduate in a timely fashion. Failing to identify a student in crisis or in need of support can result in a delay of necessary support services and jeopardize a student’s wellbeing. Lack of sensitivity to cultural diversity, sexual or gender orientation, disability or personal issues when interacting with students would have an adverse effect on student experiences and, potentially, their academic success. Poor performance in this position would contribute to inefficient operation and low-quality service being provided. This in turn affects the reputation and credibility of the program, Faculty of Arts, Faculty of Science and the University thereby affecting the recruitment and retention of students. Work is expected to be at a high level of accuracy and on timely manner. Failure to provide reports and/or information will impact the program chair’s ability to carry out its mission and function.
Supervision Received
The position works independently and proactively, under the general supervision of the chair, and reports to the Administrator in First-Year and Interdisciplinary Programs. They keep the chair informed and up-to-date on all academic and non-academic aspects of the program.
Supervision Given
May occasionally supervise student employees and/or work-learn students. Collaborates with other staff assisting with course scheduling, course instructor evaluations and instructor/student appointments. May contribute to oversight of teaching assistants.
Minimum Qualifications
Undergraduate degree in a relevant discipline.
Minimum of one to two 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
An undergraduate degree in Cognitive Systems is strongly preferred, although a B.A. or BSc. in at least one of the Program disciplines – Psychology, Linguistics, Computer Science, or Philosophy – would also be an advantage.
Previous experience in academic program coordination, student advising, and student awards management. Experience with program-related budgeting and financial coordination.
Candidates are also expected to have a proven ability to work effectively, both independently and in a team environment; to maintain accuracy and attention to detail, especially when working with financial records and student scheduling. Demonstrated ability to communicate effectively in oral, written, and online media, including the ability to compose compose correspondence, reports, presentations and other written materials in clear, concise English and communicate statistical data. They should also have strong interpersonal and organizational skills; the ability to multitask and prioritize in a fluid, dynamic work environment.
Demonstrated ability to work well under pressure, resolve problems, take initiative, exercise good judgement to organize, manage, monitor, and meet project and program deadlines. Demonstrated ability to exercise confidentiality, diplomacy and good judgment when interpreting policies and making decisions both independently and with others.A bility to collaborate with faculty and staff and to liaise with diverse partners from faculties, institutions and organizations. . Ability to deal with a diversity of people in a calm, courteous, and effective manner.
Proven competence in the advanced use of office software is essential, including Microsoft Office (Excel, Word, Outlook, Teams). This should include the ability to update and maintain online content, including experience of working with html, and with sites built on the Wordpress platform. Prior knowledge of UBC’s systems such as SISC, eVision and Scientia as well as UBC policies and procedures is preferred.
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