Sr Program Coordinator

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

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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 Senior Program Coordinator provides senior-level administrative and curriculum coordination support for the Master of Occupational Therapy (MOT) program. This role supports a complex professional graduate program delivered across multiple distributed sites and requires strong organizational communication and problem-solving skills to ensure effective curriculum delivery and academic operations.

Organizational Status
The Senior Program Coordinator reports to the Administrative Director and the Associate Head Educational Affairs. The position works closely with the Chair of the Curriculum Committee and liaises regularly with faculty students and staff regarding curriculum scheduling and academic program delivery for the MOT program across all distributed sites. The MOT program is delivered across multiple distributed sites. This role requires careful coordination clear communication and a high level of organization to support faculty students and staff across locations and to ensure consistency and alignment in curriculum delivery.

Work Performed

• Develops and maintains course schedules including booking instructors coordinating room assignments and resolving scheduling conflicts.

• Coordinates the MOT small group tutorials program in conjunction with the course coordinator and Northern program coordinator including identifying recruiting assigning and supporting tutors and preparing related materials.

• Provides administrative support to the Curriculum Committee and Curriculum Renewal Committee including managing curriculum change forms related documentation and scheduling meetings and retreats.

• Assists with the development and implementation of new program policies and procedures.

• Maintains course registration and adds courses and instructors in Workday.

• Oversees the preparation of contracts and payments for external instructors clinical faculty and guest speakers; troubleshoots payment-related issues as needed.

• Assists with arranging substitute instructors when required as directed by the course coordinator and associate head of educational affairs.

• Acts as a liaison between course coordinators and support staff for scheduling and room booking.

• Support the classroom support team in the day-to-day execution of the curriculum including and not limited to assisting with classroom set-up support troubleshooting technical issues as needed and preparing materials in advance of clinical labs.

• Oversees the preparation and distribution of learning materials including course outlines and supporting documentation.

• Drafts and edits learning materials communications and instructional resources.

• Updates and manages the MOT textbook list places textbook orders and liaises with the UBC Bookstore.

• Orders classroom and teaching supplies as needed.

• Coordinates the online course evaluation process.

• Invigilates examinations.

• Assists with calculating collating and inputting grades via workday.

• Develops and maintains electronic filing systems for curriculum and student records.

• Sources and books classrooms and meeting spaces including non-MOT rooms as required.

• Responds to faculty and staff inquiries related to the MOT curriculum.

• Provides back-up support to other staff and performs other related duties as required.

Consequence of Error/Judgement
This position requires the exercise of judgment in prioritizing work and coordinating academic schedules for a professional graduate program. Errors in scheduling curriculum coordination or grade administration could negatively impact student learning faculty and student satisfaction and program delivery costs. Errors in providing accurate or timely information may adversely affect departmental operations and the reputation of the Department and the University.

Supervision Received

Works independently under general direction from the Associate Head Educational Affairs the Administrative Director and the Head of the Department.

Supervision Given
Supervises work-study students involved in the preparation and organization of curriculum-related materials.

Minimum Qualifications
High School graduation plus 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 ones own
- Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

• Experience with UBC student information systems including Teach and Course Eval and Workday Student.

• Experience with UBC administrative systems including Workday.

• Knowledge of UBC HR policies related to Clinical Faculty appointments is an asset.

• Understanding of UBC Senate policies related to curriculum and course changes is an asset.

• Proficiency with standard office software (Word and Excel required).

• Strong written and verbal communication interpersonal organizational and customer service skills.

• Ability to prioritize workload manage multiple tasks and meet deadlines

• Strong attention to detail and accuracy.

• Ability to work independently and collaboratively in a team environment.