Undergraduate Programs 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
Responsible for a variety of complex tasks in connection with the administrative functions of the Economics undergraduate programs (Major/Minor/Honours/Combined Majors). Facilitates and processes all aspects of admissions to the Undergraduate Programs. Acts as the timetable representative for ECON courses. Supports the academic success development and retention of approximately 1000 domestic and international undergraduate students. Works collaboratively with the Directors of Undergraduate Studies and Undergraduate Programs Assistant. Provides administrative support to the Directors of Undergraduate Studies Honours Advisor and other faculty advisors.

Organizational Status
The incumbent reports to the Undergraduate Programs Manager. The incumbent works independently with full initiative and considerable autonomy receiving minimal direction and guidance from the Directors of Undergraduate Studies Honours Advisor and Undergraduate Programs Manager. Trains and gives general direction to the Undergraduate Programs Assistant. Works collaboratively with the Articulation Advisor and Academic Integrity Advisor. Liaises with VSE Faculty staff students and other units within the University and the external community.

Work Performed

1. Admissions and Evaluation

- Processes admissions applications and documents. Interprets transcripts and grading scales from other institutions. Coordinates all Economics Majors Combined Majors and Honours admission offers and refusals. Assigns applicable program of study to successful applicants. Processes re-evaluation if necessary.

- Provides recommendations and advises on applicants qualifications and eligibility for admission. Reviews individual circumstances and provides guidance and information pertaining to inquiries from students Faculty and Arts advisors.

- Participates in development and implementation of recruitment and admissions strategies.

- Prepares annual statistical report on the admissions for the Honours Majors Combined Majors and Minor programs.

- Supports the implementation of the Python-based admission system by identifying functional improvements and troubleshooting issues; provides the Undergraduate Director with feedback and advice to facilitate a streamlined and efficient admission process.

2. Course & Exam Scheduling

- Acts as the Timetable Representative for undergraduate economics courses.

- Implements scheduling for all ECON undergraduate cross-listed CAP special programs and online courses (160 sections per year). Schedules labs and discussion sections.

- Organizes annual course scheduling meetings. Supports and manages centralized collaborative platforms for the annual course scheduling process including the online surveys for faculty teaching preferences and synchronized scheduling spreadsheets to ensure real-time data accuracy.

- Serves as the main liaison with Scheduling Services and other units on scheduling related matters using a high level of initiative and judgement to resolve complex scheduling issues.

- Adjusts course seat releases standard timetables and enrollment cap as required. Coordinates and processes restricted specializations.

- Acts as the primary contact for final exam scheduling for the department; coordinates the submission of exam requests to Scheduling Services.

3. Student Services and Advising

- Facilitates the organization and advising services of the Majors Combined Majors Honours and Minor programs at the VSE. Assists faculty students other institutions organizations and the general public by providing information interpreting University policies and procedures with respect to VSE programs and courses.

- Corresponds with students regularly through email telephone; in-person and virtual meetings. Provides guidance on course registration program requirements admission promotion and continuation misconduct and career opportunities etc. Recognizes students concerns either personal or academic provides general guidance and connects them with support services as needed.

- Facilitates appropriate resolution of disputes between faculty and students and refers complex cases to the Directors of Undergraduate Studies.

- Monitors the Minor in Economics program. Reviews and verifies graduation for students doing the Minor. Provides guidance to Minor students from various faculties and degree programs at UBC.

- Coordinates academic misconduct cases; schedules meetings for the Academic Integrity Advisor serves as the note-taker during hearings and prepares detailed summaries and reports to support the advisors decision-making process

- Prepares specialized documentation for students including Program Completion letters pending status confirmations and other support letters as required.

4. Communications Event Coordination and Program Promotion

- Assists the Directors of Undergraduate Studies and Communications Manager in the creation of student communication and outreach materials.

- Maintains the website information related to the Undergrad Program suggests revisions writes and updates program documentation and ensures information is kept up-to-date.

- Coordinates the planning and execution of departmental events including BCCAT conference Graduation Receptions and Honours Poster Sessions

- Attends student recruitment and information events on behalf of the VSE and shares information about VSE programs.

- Manages event logistics such as vendor coordination venue booking and materials preparation; ensures all post-event activities and reporting are completed

- Acts as the primary administrative contact for the VSE Undergraduate Society; provides logistical support and guidance for student-led events.

- Manages the distribution of official correspondence and the VSEUS Weekly Announcements to all ECON students to ensure timely delivery of academic and event updates.

- Responsible for maintaining departmental email lists for graduates and current students.

5. Administration and Operations

- Supervises and directs applicable tasks to the Undergraduate Programs Assistant.

- Supports the Articulation Advisor in evaluating transfer credit requests; liaises with Enrollment Services to update transfer credit tables and databases.

- Identifies potential calendar changes to the Undergraduate Curriculum. Prepares curriculum change forms as needed for Directors of Undergraduate Studies.- Monitors and audits the Workday system for data discrepancies or functional errors related to Economics program requirements and course data; identifies and reports systemic issues to the Manager and Faculty Advisor to ensure accurate degree navigation and departmental data integrity.

- Develops and implements new administrative systems for data entry file management and registration processing to improve workflow.

- Maintains the procedures manual for this position.

- Performs other related tasks as required.

Consequence of Error/Judgement

Incumbent must have thorough knowledge of VSE and UBC policies and procedures. Misinterpretation of the University Faculty and VSE policies could cause students serious difficulty in attaining their educational objectives. Policies and procedures must be applied fairly and consistently. The ability to exercise tact diplomacy and confidentiality are required at all times. Errors in decision making have a serious negative effect on the VSEs ability to carry out its program and service responsibilities. Poor performance in this position would contribute to inefficient operation and low quality service which would affect the reputation and credibility of the VSE Faculties and the University in turn negatively affecting the recruitment and retention of students.

The position handles confidential personal and sensitive student information. A breach of confidentiality can create liabilities for UBC concerning its duties under the Freedom of Information and Protection of Privacy Act causing irreparable damage and discouraging qualified applicants from attending UBCs VSE program.

Supervision Received
Works independently under the general direction of the Directors of Undergraduate Studies Honours Advisor and other VSE Faculty Advisors. Reports to the Undergraduate Programs Manager in the Vancouver School of Economics.

Supervision Given

Trains and gives general direction to the Undergraduate Programs Assistant and Receptionist regarding undergraduate policies procedures and course information. Assigns specific work duties to the Undergraduate Programs Assistant ensuring accuracy and overall quality is maintained in regards to the VSE Undergrad Programs.

Provides training to new staff and student workers. Explains work procedures to new or inexperienced staff and faculty regarding VSE Undergraduate policies.

Minimum Qualifications
High School graduation plus one 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

- Advanced proficiency in MS Excel. Proficiency in MS Word and Powerpoint.

- Experience and knowledge of UBC academic systems.

- High level of initiative independence and the ability to assess and implement the work required.

- Initiative to plan and complete new and recurring assignments independently.

- Ability to interpret the positions responsibilities and carrying them out with minimal supervision.

- Ability to prioritize and deal with potential problems in a high-workload environment.

- Attention to detail and consistency.

- Ability to identify the relevant School Faculty and University policies and communicate them in a clear and professional manner in both oral and written form.