Graduate Program & Extended Learning Coordinator

University of British Columbia•Vancouver, BC

5d•CA$31 - CA$34•Onsite

About The Position

The Graduate Program Coordinator is responsible for the administration of the Oceans and Fisheries (OCF) Graduate Program & Extended Learning within the Institute for the Oceans and Fisheries (IOF). This position acts as Coordinator to the Graduate Advisor and Graduate Committees in both the admission of graduate students and the day-to-day administration of the MSc and PhD graduate student programs. Including advising prospective students, admissions, awards, interpretation of policies and procedures and the day-to-day administration of over 60 MSc and PhD students. They coordinate the extended learning programs within the IOF, including Future Global Leaders, Vancouver Summer Program and Micro-certificate Programs, assisting in the coordination of marketing, business development, planning and execution of the non-degree related courses.

Requirements

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 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 and program management an asset.
Excellent oral and written communication skills as well as strong interpersonal skills required.
Proven people or relationship management skills with strong customer service attitude and the ability to exercise professional judgement and initiative.
Demonstrated ability to coordinate numerous projects simultaneously and ability to consistently meet deadlines.
Proven collaborative skills and ability to work with diverse constituencies (students, staff, faculty).
Ability to work independently, with minimal supervision, as well as part of a team.
Intermediate spreadsheet/database skills; technically proficient in standard computer software applications (e.g. MS Office, Adobe Acrobat), strong comfort levels with adapting to new technologies.
Familiarity with UBC systems preferred: Workday, Scientia, Teamshare, OneDrive, Teams
Ability to interpret and apply policies, procedures, and instructions.
Ability to exercise tact, good judgement, confidentiality and discretion.
Sensitive to dealing with faculty, students and staff in a multicultural context.
Ability to anticipate and to analyze problems, identify key information and issues, and effectively resolve.

Responsibilities

Oversees the career progress of ~250 graduate students by monitoring academic grades, student appointments, awards and scholarships, program milestones, thesis submissions and defenses and graduation.
Manages the graduate admissions by providing advice and guidance to the Admissions Committee on application requirements and timelines.
Establishes internal IOF application deadlines based on program requirements and timelines.
Monitors the status of applications to ensure completeness, calculates GPAs to determine eligibility and uploads documentation as necessary.
Generates pdf application files and notifies Admissions Committee when ready for evaluation.
Generates offers of admission (or declines) to applicants, including financial and scholarship information, based on Admissions Committee decision.
Notifies applicants of the outcome and maintains ongoing communication with admitted students.
Enters admitted applicant information and uploads files into internal database for Faculty access.
Responds to inquiries regarding program requirements, eligibility, application procedures and program information.
Reviews complex or unusual admission cases and consults with faculty and G+PS as required to clarify requirements and possible options for consideration by the Admissions Committee.
Updates graduate program information for website revision.
Processes student appointments for Graduate Research Assistants and Graduate Teaching Assistants, acting as an HR Analyst in Workday.
Acts as liaison between the TA Coordinator, Payroll and GTAs for Graduate Teaching Assistants.
Determines eligibility for Graduate Teaching Assistants based on Department policy and verifies accuracy of assignments.
Ensures international students hold/renew valid employment authorizations as required.
Revises and/or terminates student appointments as required.
Informs students of tuition fee/payroll procedures and ensures timely submission of appointment to adhere to deadlines.
Identifies awards available for nominations, informs students and faculty on procedures and deadlines, collects, collates and reviews applications/nominations for eligibility, accuracy and completeness for various external/internal awards and uploads to internal database for Scholarship Committee evaluations as required.
Generates internal award recommendation documentation and forwards to the Awards Office for processing.
Coordinates the NSERC Postgraduate Scholarship Competitions by interpreting NSERC policies and procedures and informs faculty and students of requirements, application procedures and deadlines.
Downloads/collects documentation and reviews each application for completeness and resolves any issues with applications for NSERC Postgraduate Scholarship Competitions.
Enters relevant information and generates summary sheets and ranking spreadsheet for uploading with nominations through SharePoint to the Faculty of Graduate and Postdoctoral Studies for NSERC Postgraduate Scholarship Competitions.
Follows up on all awards, informs students of committee decisions and ensures students receive awards.
Acts as a resource person for all Graduate scholarships and awards, verifies changes with G+PS, Development or other relevant units as required, and updates IOF procedures and communications to reflect current requirements.
Member of the TA Coordination, Graduate Advisory, Graduate Student Admissions and the Scholarship & Awards Committees.
Participates on various institute committees, takes and distributes minutes, and assists the Chair with ensuring action items are followed up.
Remains current on policies and procedures governing MSc and PhD final oral exam and theses.
Assists and advises students with graduation procedures ensuring all necessary requirements have been met.
Enters information on departmental website event calendar for notification of upcoming theses defenses.
Generates official documentation including letters, mark sheets, forms, etc.
Enters grades on Final Grade Submission Tool as required.
Reviews student eligibility for graduation, confirming eligibility with the Faculty of Graduate and Postdoctoral Studies and ensuring graduation lists are accurate.
Coordinates theses binding for students and supervisors.
Liaises with IOF Faculty to confirm their course details including class size, location, course title and syllabus.
Sets up FISH courses in Scientia and in SISC.
Facilitates timely permission to teach (PTT) approvals through Graduate and Postdoctoral Studies for graduate student employment as sessional lecturers as required by the Manager, Faculty Relations, Human Resources & Administration.
Submits grades for FISH courses using the FSC.
Acts as key point of contact for program development team members for extended learning programs; organizes meetings; tracks documents; and connects team members with required on-campus resources.
Acts as key point of contact for prospective and enrolled extended learning program participants; fields program-related inquiries; assists program participants with administrative and logistical requests.
Coordinate elements of non-degree programming, such as: recruitment and registration of student, staff and alumni; logistics for orientation and training of project leaders and student participants; co-facilitation of orientation and training sessions as required.
Facilitates the set-up and access to Canvas for new instructors and students.
Assists with the planning, development and dissemination of marketing materials, both online and hardcopy for extended learning programs.
Oversees the planning and execution of both the Vancouver Summer Program and Future Global Leaders Program, including participating, when needed in adventure days and outings.
Works collaboratively with the VSP & FGL central office to ensure the successful execution of all events.
Coordinates with Work Learn students to organize their duties related to the summer program.
Investigates potential collaborative opportunities with NGOs, Industry, Government and other institutions for potential markets and/or areas of recruitment for extended learning programs.
Updates and maintains databases for current students and applicants.
Enters PhD Supervisory Committees and MSc Defense Committees in the SCMT (Supervisory Committee Management Tool).
Compiles reports, tables and/or graphs for statistical analysis and interpretation (enrolment trends, marks, graduation data) for students, faculty, Department Head and the Faculties of Graduate and Postdoctoral Studies and Science.
Archives files for storage and/or shredding.
Performs other related tasks consistent with classification.
Participates on various institute committees. Takes and distributes minutes. Assists the Chair with ensuring action items are followed up.
Performs other related tasks consistent with classification.