Academic Coordinator

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

Job End Date

This position is a P/T 50% position. Please include cover letter with your resume.

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 Description Summary

The Academic Coordinator performs moderately complex secretarial and clerical work to support the academic portfolio within the Faculty of Land and Food Systems. Primary responsibilities include supporting and tracking academic processes including curriculum proposals and approvals updating the academic calendar coordinating course expense funds and teaching awards and providing overall academic planning support to the Associate Dean Academic Portfolio.

Organizational Status

Reports to the Educational Strategist within the Learning Centre. Liaises with Associate Dean Academic committee members faculty staff and students.

Work Performed

• Coordinates workflow of academic processes (e.g. call for curriculum items course scheduling changes) and ensures that these are done in a timely manner to meet set deadlines.

• Coordinates the academic calendar proofreading and editing process by circulating requests compiling changes and updating the UBC Academic calendar in accordance with established procedures.

• Reviews curriculum proposals for completeness; facilitates and tracks curriculum approval process.

• Provides meeting support for academic committees such as scheduling meetings preparing agendas preparing collecting and distributing materials (e.g. course expense fund teaching awards) maintaining contact lists recording action items and tracking curriculum.

• Assists with research and data collection to support academic committees and the Associate Dean Academic including collecting feedback administering surveys to students and summarizing enrollment data.

• Ensures on-line course syllabi are up-to-date and provides input into Faculty policies and administrative procedures.

• Coordinates Course Expense and Academic Equipment Requests by sending out notices compiling requests and maintain a database of the requests and funding.

• Coordinates Student Experience of Instruction surveys marking courses for evaluation checking instructor and TAs align with sections and/or labs and coordinates SEoI for cross listed courses.

• Enters cross listed LFS courses in LTPS (Learning Tools Provisioning System) and provides temporary/early Canvas access for instructors thru the LTPS.

• Responds to routine and moderately complex inquiries using established University and Faculty policies and procedures referring exceptions as needed.

• Drafts notices for dissemination through LFS Today Student Services blogs and e-boards.

• Acts as Timetabling Rep (TRep) back up supporting the distribution collection and data entry of timetable details.

• Performs other related duties as required.

Consequence of Error/Judgement

Errors in judgment or action may result in harm to student academic progress graduation or continuance as this position handles sensitive policy and personal issues such as student appeals. The inefficient use of resources and possible litigation will damage the reputation of the Faculty and the University.

Supervision Received

Reports to the Educational Strategist and indirectly to Associate Dean Academic.

Supervision Given

May provide direction to a work study student.

Minimum Qualifications

High School graduation plus 1 year of related training plus 2 years of related experience or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives including perspectives in conflict with ones own
- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

University or college graduation is preferred.

Demonstrated knowledge of office procedures and practices.

Experience at UBC or post-secondary experience is an asset.

Excellent oral and written communications skills with proficiency in English grammar spelling and punctuation.

Strong interpersonal skills with the ability to deal effectively and tactfully with students faculty and the general public.

Ability to work under pressure with minimum supervision in dealing with the demands of a busy office.

Strong organizational skills with the ability to prioritize tasks to meet deadlines.

Accuracy and attention to detail (in general and specifically with data entry and curriculum form completion).

Ability to accurately interpret apply and make decisions within established UBC guidelines and regulations.

Computer and word processing skills required (UBC system experience preferred) at an intermediate level (PC / Windows environment with Microsoft Office and HTML publishing).