Graduate Programs Coordinator

University of British Columbia • Vancouver, BC

4d • CA$4,739 - CA$5,102 • Onsite

About The Position

The Graduate Programs Coordinator works proactively and independently to provide coordination and support across all SPPH graduate degree programs in the areas of course and exam scheduling, registration, curriculum, and room booking. This role also supports the Master of Science in Population and Public Health (MSc PPH) and Doctor of Philosophy in Public Health (PhD) programs in admissions and student services activities. The coordinator utilizes broad program knowledge and in-depth expertise in operational/administrative areas and related UBC systems to resolve complex problems, work closely with education team managers, and serve as a resource for faculty. This position involves extensive contact with prospective students, current students, UBC faculty, and staff from the Faculty of Graduate and Postdoctoral Studies (G+PS). The School of Population and Public Health (SPPH) is part of the Faculty of Medicine at the Vancouver campus of the University of British Columbia, offering six graduate programs and a residency program with approximately 350 graduate students. The role reports to the Academic Programs Manager and works collaboratively with managers on dedicated portfolios to support the School's educational mission. The incumbent is expected to deliver an excellent customer experience for all educational offerings.

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

• Demonstrated skills in entering and maintaining detailed information.
• Ability to communicate effectively verbally and in writing with faculty, students, staff, and a diversity of other people in a calm, courteous, and efficient manner, while exercising tact and discretion.
• UBC experience preferred.
• Experience with Graduate student administration (scheduling, admissions, awards processes, etc.) preferred.
• Ability to effectively use Microsoft Office (e.g., Outlook, Word, Excel) and Adobe Acrobat at an intermediate level.
• Experience with WordPress is an asset.
• Ability to problem-solve and apply creative solutions.
• Ability to learn new systems.
• Ability to work effectively independently and in a team environment.
• Organizational skills including the ability to prioritize, maintain accuracy, maintain attention to detail, and work effectively under pressure to meet deadlines.

Responsibilities

• Coordinate and support SPPH graduate degree programs in course and exam scheduling, registration, curriculum, and room booking.
• Support the Master of Science in Population and Public Health (MSc PPH) and Doctor of Philosophy in Public Health (PhD) programs in admissions and student services activities.
• Maintain and update tools for teaching responsibility assignment, including managing databases with sensitive faculty role and funding information.
• Liaise with instructors to ensure accuracy of course locations, dates, times, instructors, and enrollment restrictions.
• Coordinate complex student registration processes, setting maximum enrollments and managing registration periods.
• Utilize UBC scheduling and registration systems (including Scientia and Workday Student) to coordinate course scheduling for approximately 75 SPPH courses.
• Make recommendations for and contribute to the development of registration timelines, considering UBC graduate and undergraduate registration dates.
• Create and maintain waitlists for courses.
• Create and maintain databases and SPPH webpages to track and update course changes, including room usage, enrollment numbers, instructor details, and special requests.
• Coordinate enrollment of students from outside SPPH in SPPH-taught courses.
• Update course information on the SPPH website after appropriate approvals.
• Coordinate and monitor the usage of allocated breakout rooms and restrict/enable access to SPPH spaces.
• Identify and coordinate classroom requirements for integrated courses and negotiate the use of restricted classroom space.
• Coordinate textbook ordering with instructors and the UBC Bookstore.
• Research and evaluate the appropriateness of other available campus space for courses and events.
• Submit classroom booking requests for program orientations, special events, and ad hoc activities.
• Communicate with UBC facilities staff regarding classroom maintenance issues.
• Investigate and resolve complex registration problems.
• Assist with the review of Academic Calendar entries.
• Support the preparation of materials for curriculum submissions.
• Maintain electronic curriculum files and update curriculum change tracking documents.
• Assist the Academic Programs Manager in preparing student files for scholarship applications, including GPA calculation and document submission.
• Advertise school-based awards and prizes, collate student submissions, and prepare information for adjudication.
• Maintain a database of internal and external award and scholarship holders.
• Assist with website updates using WordPress, creating content such as student profiles, guides, and alumni interviews.
• Respond to and interpret inquiries from faculty, staff, students, prospective students, and the public, redirecting as necessary.
• Maintain awareness of departmental school activities and activities of current faculty, staff, and students.
• Attend meetings, seminars, and workshops from G+PS and Enrollment Services to stay current on information related to scholarships, reporting, evaluations, etc.
• Respond to inquiries from students and faculty regarding SPPH, G+PS, and UBC policies and procedures.
• Monitor and record academic progress of graduate students in MSc PPH and PhD programs, including coursework completion, comprehensive exams, thesis progress, Advancement to Candidacy, annual progress reports, committee membership, defenses, leaves of absence, and extensions.
• Coordinate the submission of paperwork to G+PS for student records, including transfer credits, exemptions, Advancement to Candidacy, progress reports, committee changes, defenses, leaves of absence, withdrawals, etc.
• Assist in coordinating, scheduling, and communicating events for graduate students, such as program orientations, comprehensive exams, Thesis Screening Panel, thesis defenses, and graduation.
• Resolve registration errors and course registration requests for SPPH students in conjunction with G+PS staff.
• Maintain and update the PhD Minimum Funding Database.
• Alert the Academic Programs Manager to any irregularities or potential problems.
• Resolve complex problems related to graduate students in consultation with the Academic Programs Manager.
• Coordinate the graduate admissions process for MSc PPH and PhD programs, bringing cases requiring special adjudication to an admissions committee.
• Maintain accurate admissions records in the e:Vision system and program database.
• Communicate with applicants and references to obtain necessary documents and information, including preparing admission offers.
• Perform initial evaluation and interpretation of admission records, including transcript authentication, GPA calculation, document acceptability, and applicant eligibility.
• Create and maintain admission databases for each year.
• Assemble application packages for review by admissions committees.
• Support the creation of minimum funding packages for PhD students.
• Respond to prospective student inquiries of an interpretive nature, advising on admission requirements, immigration documentation, and employment authorization.
• Develop and maintain templates for responding to initial contact and provide detailed, tailored responses as appropriate.
• Research and assess potential applicants' credentials and previous education, providing advice guided by G+PS requirements and SPPH Admissions Committee guidelines.

Benefits

• Employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED