Academic Programs Coordinator

University of British Columbia • Kelowna, BC

2d • Hybrid

About The Position

This position is responsible for developing, delivering, evaluating and managing all aspects of the recruitment, application, evaluation and admission process for academic programs offered at the Faculty of Management. This includes proposing and implementing strategic marketing and recruitment initiatives to address the complex needs of the existing and future non-traditional programs, advising students to enable academic success, optimize the student experience, and support professional development, developing processes and systems to attract and retain domestic and international applicants and to track student progression, administering awards and prizes, and creating and maintaining student records and registration. This position is also involved in academic program scheduling, program event planning, and related activities. Current academic programs at the Faculty include two versions of the Master of Management (MM): the post-experience MM with a steady state biennial intake of 25 students, and the Dual Degree MM with a steady state annual intake of 60 students. The Master of Management program is fully administered through the Faculty with limited support from centralized services. The blended online and face-to-face delivery is innovative and new to the Okanagan campus, therefore, awareness and new standards are constantly being explored and optimized. The Faculty also offers the Bachelor of Management program, with 1000+ students in the program annually. In addition to managing current academic programs, this role will also provide support for the development of new programming and related initiatives. This position will need to be aware of internal and external factors in the faculty, on the campus, and in the community that may impact the growth and development path of programs for the Faculty.

Requirements

• Undergraduate degree in a relevant discipline.
• Minimum of one to two years of related experience, or an 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

Nice To Haves

• Ability to work remotely; this role can be performed as a hybrid position, working both on campus and remotely, based on the operational needs of the Faculty.
• A high degree of attention to detail and ability to perform complex, multi-faceted tasks with accuracy and efficiency is necessary.
• A demonstrated ability to communicate verbally and in writing with sensitivity, and accuracy.
• Proven presentation skills, both oral and written, appropriate to the higher education environment and readily adapted to varying presentation contexts, e.g., small or large groups, similar or diverse audience backgrounds.
• Requires a conscientious individual who is proactive, with excellent judgment and interpersonal skills.
• Must be tactful and articulate in dealing with students, faculty and staff, and community members.
• Demonstrated organizational, time management and work prioritization skills are required, with a high comfort level and ability in working under pressure to consistently meet deadlines.
• Genuine interest in student development.
• Sensitive to dealing with faculty, students and staff in a multi-cultural context.
• Advanced proficiency in Word, Excel and Access, and a strong comfort level with adapting to new technologies.
• Willing and able to travel in Canada and internationally to promote programs.

Responsibilities

• Coordinates recruitment, admissions and awards for the Faculty’s academic programs
• Advises and provides expert consultation, guidance and direction to prospective and current MM students on a wide variety of issues that require specialized knowledge including: university admission and academic policies and requirements, student records and registration, fee assessment, program procedures and academic schedules.
• Evaluates and communicates difficult decisions to enrolled students, including results relating to academic concessions, attendance, appeals or removal from the program.
• Investigates and resolves complex student issues to facilitate student success, professional development, and retention of domestic and international students.
• Advises central student advisors on program changes, evaluates impacts on students and proposes solutions to challenges that may contribute to altering future advising norms.
• Researches, evaluates and recommends feedback on best practices for recruitment, and the continued development of the program, to further refine and improve communication.
• Leads the development of a marketing plan and presence for academic programs, optimizing the website, developing appropriate marketing materials and social media strategy, and disseminating program-relevant news and other communications.
• Develops, organizes and conducts multi-faceted recruiting events in-person and online.
• Represents the Faculty at recruiting events on and off-campus to establish and maintain an effective recruitment campaign for the Faculty’s academic programs. This requires in-depth knowledge of the various local market conditions, academic program offerings, admissions policies and procedures, and program services.
• Establishes and maintains external relations with individuals, companies and organizations, including alumni, to foster relationships with prospective students and future applicants.
• Provides general oversight and content for the program websites to highlight student and alumni achievements and contributions.
• Initiates and conducts one-on-one advising sessions and follow-up sessions on the features and benefits of the MM programs to attract high-calibre applicants and students.
• Proactively seeks out expert knowledge regarding other areas of importance to prospective students including but not limited to housing, needs-based financial aid, student wellness, access & diversity, and other university services (e.g. transit pass, extended health plan, international student resources, Disability Resource Centre).
• Establishes and manages program-specific inquiries and an admissions database, and an online application system, outside of standard UBC systems for both versions of the MM to track and monitor application files, ensuring details are kept current and accurate for every intake cycle.
• Responsible for updating related procedures and polices (may require liaising with programmers and IT managers).
• Assesses, evaluates and recommends domestic and international applications, outside of standard UBC systems, including complex evaluation of diverse holistic application packages. This includes providing Academic Leads and adjudication committees with expert knowledge and insight about academic policy, including files of a complex nature.
• Formally communicates all admission decisions (both acceptance and refusals) to applicants in a timely, professional, sensitive and diplomatic manner.
• Establishes and maintains a suitable system to process acceptance deposit payments outside of the Student Information System, and works with UBC Student Financial Services to post deposits to student accounts in timely manner.
• Manages awards and scholarships processes to determine student eligibility, and implement adjudications.
• Improves program structure and administration and coordinates the delivery of programming in the Faculty:
• Makes recommendations on strategy, practices, and policies related to academic program administration, with a sensitivity to the unique inter-faculty and inter-campus activities of the MM programs, and implements improved processes to enhance program efficiency.
• Maintains learning management needs to account for the unique program delivery while working within the UBC systems.
• May act as liason to ensure program needs are addressed by the systems in place, and will work with central units to address any gaps in service.
• Acts as key liaison with organizations or other post-secondary institutions, domestically and internationally, regarding the Faculty’s programming.
• Manages student records and registration to monitor and track student progress, establishing and maintaining a reliable tracking system outside of UBC systems to address the unique needs of both versions of the MM. This includes, but is not limited to student academic tracking, and confirming continuation requirements for the dual degree.
• Investigates and resolves complex student issues to facilitate student success, professional development, and retention of domestic and international students.
• Provides advice to students experiencing academic and/or personal difficulties.
• Communicates difficult decisions to enrolled students, including results relating to academic concessions, appeals or removal from the program.
• Works closely with program Academic Leads, the Director, Programs and Administration, and the Manager, Academic Programs to address and resolve complex student issues and concerns.
• Advises Academic & Career Advising on program changes, evaluating impacts on students and proposing solutions to challenges that may contribute to altering future advising norms.
• Fosters and maintains effective relationships with enrolled students, contributing to cohort-building and establishing strong future alumni relationships.
• Manages general inboxes to ensure timely and accurate responses to program queries.
• Schedules, coordinates and implements mandatory student workshops and other academic program events.
• Works closely with Enrolment Services to build effective academic schedules to address innovative programming needs, e.g., for both versions of the MM program in which courses interweave, with a sensitivity to system limitations and an ability to seek new solutions based on those limitations.
• Manages student enrolements, overseeing registrations based on unique student needs and program requirements.
• Trains and supervises student volunteers.
• Performs other duties as required in the day-to-day operation of the Faculty’s Academic Programs office.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees