Coordinator, Curriculum and Credential Programs

University of British Columbia•Vancouver, BC

1d•CA$6,251 - CA$8,986•Onsite

About The Position

The Coordinator, Curriculum and Credential Programs is responsible for providing specialized operational consultation to academic units and Faculties on the development and proposal of graduate-level curricula, including new graduate certificate and diploma credentials, revisions to existing graduate programs, and course changes. The position supports proponents in ensuring that curriculum proposals are well developed, complete, and aligned with UBC and Ministry of Post-Secondary Education and Future Skills requirements before submission to the Graduate Curriculum Committee. The coordinator monitors proposals as they move from the Graduate Curriculum Committee to the UBC Senate and, where required, to the Ministry of Post-Secondary Education and Future Skills. Following approval, the role consults with proponents on initial deployment planning and provides guidance on program administration and implementation, referring complex or precedent-setting issues to the Associate Director as appropriate. The position consults with Faculties and academic units on proposed new certificate and diploma credentials, advising on program structures and whether they can be managed within UBC systems, and escalating policy or structural concerns where needed. The coordinator guides and supports new and existing UBC graduate certificates and diplomas from ideation through Senate approval and ongoing operational support, within established policy and governance frameworks. The role identifies operational needs and coordinates with other teams within the Faculty of Graduate and Postdoctoral Studies to support graduate certificates and diplomas in areas such as award funding, communications, data collection and analysis, student professional development, and related administrative processes. In coordination with the Associate Director, Graduate Academic Policy and Curriculum Governance, the coordinator supports the maintenance and accuracy of the UBC Calendar for graduate degree programs and graduate certificate and diploma credentials, including admissions, degree, and credential requirements, ensuring alignment with approved policies and program structures.

Requirements

Undergraduate degree in a relevant discipline.
Minimum of four 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.

Nice To Haves

Experience in student administration, particularly in supporting complex student cases that may fall outside established policy.
Experience working in a graduate education environment would be considered a strong asset.
Knowledge of the principles of natural and administrative justice is preferred.
Familiarity with graduate student admissions, records, registration, examinations, and graduation procedures would be an asset.
Experience developing, writing, and interpreting policy is preferred.
Experience managing staff would be considered an asset.
Knowledge of UBC’s organization, programs, policies, and procedures related to graduate programs, both within and outside G+PS, would be highly valuable.
Familiarity with UBC curriculum procedures, from initial planning and development through to Senate and Ministry of Post-Secondary Education and Future Skills approval, would be considered a strong asset.
Experience with UBC systems used for the setup and management of new programs is preferred.
Ability to review and revise proposals to support readiness for academic review would be highly valuable.
Experience working with faculty members and Deans outside one’s own unit would be considered an asset.
Strong oral and written communication skills, including intercultural communication skills, are preferred.
Ability to communicate effectively with a wide range of individuals, including faculty, senior administration, and graduate students.
Ability to manage interactions with tact and discretion, and to convey complex information clearly and accurately.
Strong multitasking skills and the ability to work under pressure while managing a high volume of work would be an asset.
Ability to support the timely resolution of policy-related questions and complex student issues.
Ability to prioritize work, set one’s own schedule according to demand, and plan meetings outside one’s own unit with limited direction.
High degree of initiative and integrity when handling confidential information.
Experience using word processing, spreadsheet, database, email software, and internet navigation tools is preferred; experience with Microsoft Access would be an asset.
Strong prioritization skills, particularly in a high-pressure, high-volume environment with competing deadlines.
Strong decision-making skills.
Ability to work effectively both independently and as part of a team.

Responsibilities

Provides timely, expert operational analysis and guidance on how existing and new for-credit graduate certificates and diplomas, including program structures and student pathways, are to be integrated into UBC’s academic and administrative systems.
Identifies potential administrative, policy, or system implications and recommends practical implementation approaches.
Contributes to planning initiatives within the G+PS Student Academic Services unit by providing specialized operational insight into the administration of graduate certificates and diplomas.
Identifies operational needs and coordinates with other teams within G+PS to support graduate certificates and diplomas in areas such as award funding, communications, data collection and analysis, student professional development, and related administrative processes.
Provides in-depth training for faculty and staff in academic units offering graduate certificates and diplomas, including comprehensive onboarding and regularly scheduled drop-in sessions, to support consistency with established policies and procedures.
Provides ongoing consultation on University policies, best practices, and the use of enterprise systems related to applications, admissions, and records management.
Supports the development of a community of practice for certificate and diploma programs by managing a dedicated communications channel.
Provides on-demand expert consultation on the assessment of applicant eligibility for admission to certificate and diploma programs, including evaluation of previous credentials, complex GPA evaluations, and verification or investigation of test scores, transcripts, references, and other submitted materials.
Works with SAS Managers on complex inquiries requiring evaluation and response.
Assesses and makes admission decisions or recommendations on complex certificate and diploma applications that fall outside standard processes, escalating exceptional or precedent-setting cases with recommendations to the Associate Director, Director, Associate Deans, or Dean as appropriate.
Investigates and makes records decisions on cases that fall outside normal records and registration processes for graduate certificate and diploma students, including grade changes, program transfers, credit transfers, extensions, withdrawals, and reinstatements.
Escalates unusual or precedent-setting records cases with recommendations to the Associate Director, Assistant Dean, Associate Dean, or Dean.
Oversees the management and retention of certificate and diploma student files, ensuring compliance with University and Faculty policies.
Assigns staff to annual file purging and reorganization, ensuring secure maintenance and timely destruction of records.
Manages the efficient processing of admissions, records, and registration tasks related to certificate and diploma programs by evaluating and distributing workload among Academic Services Clerks, identifying opportunities for improved service and workflow, and ensuring accuracy and timeliness of processing.
Participates in hiring, training, and advising Academic Services Clerks and other clerical or administrative staff within the unit.
Develops and manages website content, ensuring procedures and guidelines remain current.
Coordinates updates to the UBC Academic Calendar for the Faculty and its graduate programs and ensures accuracy of submitted content, including faculty lists.
Coordinates the administrative review and processing of graduate course and program proposals for both new and existing programs.
Ensures proposals meet procedural requirements and are prepared for academic governance review prior to submission to the Graduate Curriculum Committee.
Provides guidance to academic units and Faculties in preparing curriculum proposals and supporting documentation, ensuring submissions are complete, consistent with university requirements, and aligned with established curriculum approval processes.
Advises academic units and Faculties on requirements and best practices related to graduate curriculum development, including the preparation of program descriptions, course proposals, grading structures, Calendar entries, and supporting documentation required for review by the Graduate Curriculum Committee, Senate, and external bodies where applicable.
Manages and maintains an extensive Access database and archive of all submissions to the Graduate Curriculum Committee.
Tracks the status of proposals from initiation to final approval and implementation, and updates the G+PS website and related documentation as necessary.
Maintains records and documentation related to curriculum proposals, ensuring accurate tracking of proposal status and supporting transparency and continuity in the curriculum approval process.
Provides statistics and analysis related to graduate curriculum activity to the Dean and Vice-Provost of G+PS and other offices for information, reporting, and planning purposes, supporting senior-level decision-making.
Provides operational insight and administrative expertise related to the implementation of new or revised graduate curriculum, including identifying administrative implications for student records, registration, and program administration within university systems.
Escalates broader policy or governance implications as appropriate.
Advises programs and Faculties on policies related to the laddering of graduate certificate and diploma credits into master’s degrees.
Ensures adherence to Senate, Board of Governors, and Ministry of Post-Secondary Education and Future Skills requirements, referring exceptions or new approaches for senior review.
Works with the Director, Associate Directors, and Academic Support Managers to develop administrative and IT system solutions to operationalize laddering structures and ensure they are accurately reflected in students’ official academic records.
Supports the use and ongoing development of institutional systems and tools used to manage curriculum development, proposal workflows, and curriculum data, ensuring processes remain effective as university systems and governance requirements evolve.
Performs other related duties commensurate with skills and experience as needed.