Undergraduate Program Coordinator

University of British Columbia•Vancouver, BC

1d•Onsite

About The Position

The Undergraduate Program Coordinator is responsible for managing administrative matters related to undergraduate and graduate courses within the Department of Chemistry. This role serves as a primary point of contact for students, providing information and counseling on program options, requirements, and administrative processes. The position acts as a liaison between students, faculty, and advising staff, ensuring smooth academic progression and adherence to university policies.

Requirements

High School graduation
Two years post-secondary diploma
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

Bachelors degree
Familiarity with course registration, academic requirements, and course scheduling
University experience and knowledge of UBC systems
Knowledge of University policies, procedures, governance, and administrative systems
Training in web technology and/or computer programming
Excellent public-facing skills
Ability to exercise tact, discretion, and diplomacy in person, on the phone, and in writing
Ability to respond appropriately to inquiries and make appropriate referrals
Ability to effectively and efficiently coordinate tasks and meet deadlines
Demonstrated ability to identify and highlight pertinent data for processing into reports
Proficient in MS Office, Final Grade Submission Tool, Scientia, and Workday
Demonstrated proficiency in MS Excel for creation of tables, graphs, and charts
Ability to be thorough, accurate, and have a high level of attention to detail
Ability to communicate effectively verbally and in writing
Ability to explain, assign, and monitor work
Ability to analyze problems, identify key information and issues, and resolve them effectively
Ability to coordinate and oversee work processes
Ability to prioritize and work effectively under pressure to meet deadlines

Responsibilities

Serve as the timetabling representative for all undergraduate and graduate Chemistry courses, including liaising with Vantage College for specific course selections.
Monitor course registration, resolve conflicts, and use Scientia to schedule lectures, labs, and allocate classrooms, ensuring effective management of lab sections.
Advise students on alternative options to meet program requirements and manage the registration process, including discretionary admissions for high-demand courses.
Prepare invigilation reports for final exams and assist instructors with the standing deferred (SD) exams process.
Manage final exam requests for undergraduate and graduate courses, including accommodations.
Interact with other departments, Enrolment Services, and international student offices to resolve student registration issues and assist exchange students.
Compile reports and statistical analyses on enrolment trends, marks, graduation numbers, and student teaching evaluations.
Track student eligibility for advancement to higher years and graduation based on Faculty of Science guidelines.
Process all undergraduate appointments in Workday, including Work Learn, Co-op, and research assistant positions.
Communicate program course requirements to other departments and negotiate seats as needed.
Provide information to current and prospective students regarding university programs, courses, requirements, and the application process.
Maintain contact with prospective students via email and internet.
Provide administrative support to the Scholarship Committee, Awards Committee, and Science Education Specialist, including managing scholarship competitions and award nominations.
Liaise with Faculty of Science Advising for mark averaging for graduation adjudication.
Manage web content for undergraduate programs, liaise with IT Services and Illustrator for online learning systems, and assist in updating departmental web pages and promotional materials.
Provide administrative assistance to the Associate Head - Undergraduate Affairs and Advisor, including composing correspondence and reports.
Coordinate social functions for undergraduate students, such as open houses and recruitment events.
Sit on relevant department committees as required.
Utilize Workday for contacting students.
Administer and route official letters, forms, and announcements.
Act as a resource person for undergraduate students regarding finances, housing, grants, fellowships, scholarships, and awards.
Enter and submit grades on behalf of faculty as required.
Coordinate the honours and majors course (Chem 449) by sending notifications and setting schedules.
Notify faculty of Government and University funding available for hiring students and coordinate proposals for Work Study/Work Learn programs.