Undergraduate Programs Coordinator

University of British Columbia•Vancouver, BC

2d•Onsite

About The Position

Responsible for a variety of complex tasks in connection with the administrative functions of the Economics undergraduate programs (Major/Minor/Honours/Combined Majors). Facilitates and processes all aspects of admissions to the Undergraduate Programs. Acts as the timetable representative for ECON courses. Supports the academic success, development, and retention of approximately 1000 domestic and international undergraduate students. Works collaboratively with the Directors of Undergraduate Studies and Undergraduate Programs Assistant. Provides administrative support to the Directors of Undergraduate Studies, Honours Advisor and other faculty advisors.

Requirements

High School graduation, plus one 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

Advanced proficiency in MS Excel.
Proficiency in MS Word and Powerpoint.
Experience and knowledge of UBC academic systems.
High level of initiative, independence and the ability to assess and implement the work required.
Initiative to plan and complete new and recurring assignments independently.
Ability to interpret the position’s responsibilities and carrying them out with minimal supervision.
Ability to prioritize and deal with potential problems in a high-workload environment.
Attention to detail and consistency.
Ability to identify the relevant School, Faculty, and University policies, and communicate them in a clear and professional manner in both oral and written form.

Responsibilities

Processes admissions applications and documents, interprets transcripts and grading scales from other institutions, and coordinates admission offers and refusals for Economics Majors, Combined Majors, and Honours programs. Assigns applicable program of study to successful applicants and processes re-evaluations if necessary.
Provides recommendations and advises on applicants' qualifications and eligibility for admission, reviews individual circumstances, and provides guidance and information pertaining to inquiries from students, Faculty, and Arts advisors.
Participates in the development and implementation of recruitment and admissions strategies.
Prepares annual statistical reports on admissions for the Honours, Majors, Combined Majors, and Minor programs.
Supports the implementation of the Python-based admission system by identifying functional improvements and troubleshooting issues, providing feedback and advice to the Undergraduate Director.
Acts as the Timetable Representative for undergraduate economics courses.
Implements scheduling for all undergraduate economics, cross-listed, CAP, special programs, and online courses (160+ sections per year), including scheduling labs and discussion sections.
Organizes annual course scheduling meetings and supports/manages centralized, collaborative platforms for the annual course scheduling process.
Serves as the main liaison with Scheduling Services and other units on scheduling-related matters, using initiative and judgment to resolve complex scheduling issues.
Adjusts course seat releases, standard timetables, and enrollment caps as required, and coordinates and processes restricted specializations.
Acts as the primary contact for final exam scheduling for the department, coordinating the submission of exam requests to Scheduling Services.
Facilitates the organization and advising services of the Majors, Combined Majors, Honours, and Minor programs at the VSE, assisting faculty, students, other institutions, organizations, and the general public by providing information and interpreting University policies and procedures.
Corresponds with students regularly through email, telephone, in-person, and virtual meetings, providing guidance on course registration, program requirements, admission, promotion and continuation, misconduct, and career opportunities.
Recognizes students’ concerns (personal or academic), provides general guidance, and connects them with support services as needed.
Facilitates appropriate resolution of disputes between faculty and students, and refers complex cases to the Directors of Undergraduate Studies.
Monitors the Minor in Economics program, reviews and verifies graduation for students doing the Minor, and provides guidance to Minor students from various faculties and degree programs at UBC.
Coordinates academic misconduct cases, schedules meetings for the Academic Integrity Advisor, serves as note-taker during hearings, and prepares detailed summaries and reports.
Prepares specialized documentation for students, including Program Completion letters, pending status confirmations, and other support letters.
Assists the Directors of Undergraduate Studies and Communications Manager in the creation of student communication and outreach materials.
Maintains website information related to the Undergrad Program, suggests revisions, writes and updates program documentation, and ensures information is kept up-to-date.
Coordinates the planning and execution of departmental events, including BCCAT conference, Graduation Receptions, and Honours Poster Sessions.
Attends student recruitment and information events on behalf of the VSE, and shares information about VSE programs.
Manages event logistics such as vendor coordination, venue booking, and materials preparation, ensuring all post-event activities and reporting are completed.
Acts as the primary administrative contact for the VSE Undergraduate Society, providing logistical support and guidance for student-led events.
Manages the distribution of official correspondence and the VSEUS Weekly Announcements to all ECON students.
Responsible for maintaining departmental email lists for graduates and current students.
Supervises and directs applicable tasks to the Undergraduate Programs Assistant.
Supports the Articulation Advisor in evaluating transfer credit requests, liaising with Enrollment Services to update transfer credit tables and databases.
Identifies potential calendar changes to the Undergraduate Curriculum and prepares curriculum change forms as needed.
Monitors and audits the Workday system for data discrepancies or functional errors related to Economics program requirements and course data, identifying and reporting systemic issues.
Develops and implements new administrative systems for data entry, file management, and registration processing to improve workflow.
Maintains the procedures manual for this position.
Performs other related tasks as required.