Program and Advising Coordinator

University of British Columbia - Vancouver, BC (30+ days ago)

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Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Program Assist

Classification Title:
Sr Program Asst-Gen (Gr8)

Business Title:
Program and Advising Coordinator

Faculty of Medicine

Biomed Engineering, School of

$48,672.00 (Annual)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Job Summary

The School of Biomedical Engineering (SBME) at the University of British Columbia (UBC) is a partnership between the Faculties of Applied Science and Medicine, established in 2017. Currently the School has 25+ core and joint faculty located on campus and at healthcare research institutes, 500+ undergraduate and graduate students, 15+ administrative staff and 5 research service facilities. The School is a nucleus for education and training, research, and innovation in biomedical engineering, creating new knowledge, new academic and training programs, and fostering translation and innovation, aspiring to be a global leader in the field. Its vision is to transform health care outcomes through unconstrained exploration of the best possible integrative solutions across engineering, medicine, and biology.

The Program and Advising Coordinator, Student Services, serves over 400 undergraduate students, over 150 graduate students, and first year and prospective students interested in Biomedical Engineering. Under minimal direction, this position coordinates student support systems and is responsible for project execution, advising, administrative, and coordination functions related to both graduate and undergraduate students, programs, and streams within the School of Biomedical Engineering. Major functions include advising and registration for all students in the B.A.Sc, MEng M.A.Sc, and Ph.D programs overseen by Biomedical Engineering Engineering; timetabling coordination, graduation checks and adjudication; student teams and chapters relations; exchange pre-articulation; undergraduate option admissions coordination; and coordination of student-focused events. This position also provides shadow coverage for the other CUPE position(s) within the School of Biomedical Engineering Student Services Office, and administrative support to the Academic Program Manager.

The incumbent typically works a standard day; however, flexibility is required as some responsibilities require an irregular schedule, including evenings or weekends.

Organizational Status

  • Reports directly to the Academic Program Manager, with oversight from the Director of Strategic Planning and Operations and the Directors of the Graduate and Undergraduate Programs,
  • Works in close collaboration with School's faculty, student and staff, as well as, other UBC stakeholders.
  • Liaises with a wide variety of UBC, and external (colleges, high schools), units in execution of
  • Formally trains new staff on work procedures and/or oversees work of students and/or
temporary staff.
  • Works independently within general guidelines;
Work Performed

  • Coordinates, and monitors the administrative and operational activities for the School of Biomedical Engineering's academic (undergraduate and graduate) programs with other Program and Advising Coordinator. Determines deadlines, schedules and priorities for several overlapping areas of responsibility, balancing operational requirements, strategic considerations, and equity between projects.
  • Administers work flow of both the undergraduate and graduate programs for the School, coordinating work processes, establishing work schedules and priorities, and resolving complex issues.
  • Primary point of contact for general School's academic (undergraduate and graduate) programs inquiries. Responds to inquiries from current students, faculty members, and other UBC departments drawing upon knowledge of School and university policies and procedures.
  • Provides advising to students in all programs overseen by the School of Biomedical Engineering, making recommendations on course selection and sequence in order to meet student goals and graduation requirements. Responsible for solving complex student issues. Tracks all student interactions in OAMS, and enters reports into Early Alert when necessary. Follows up on student cases as required.
  • Facilitates a holistic view in students of academic and career plans in order to balance academic, professional, social, and personal demands, initiating regular dialogue with students on issues such as the number of hours a student works, how many classes s/he takes, the number of hours of study needed while balancing other social and personal commitments.
  • Interprets and advises on University, Faculty of Medicine, Faculty of Applied Science, and Biomedical Engineering policies and procedures as they apply to individual student programs, and acts as a resource for faculty and staff on a variety of issues. Identifies gaps or opportunities to develop policies and/or procedures within the department to better serve students or make delivery of programs more efficient.
  • Identifies students in crisis, either personal or academic, and advises about academic options and/or personal support services. Refers to appropriate campus units such as Counselling Services, Student Health Services, Access & Diversity Centre, etc.
  • Responsible for onboarding incoming students, including disseminating information on program requirements, course selection, registration, and campus orientation.
  • Assists students with resolving registration issues, including conducting conflict and pre-requisite checks to ensure eligibility, using the Student Information System. Tracks admission and registration statistics, monitors academic records and progression, produces reports, class lists and transcripts as required.
  • Responsible for course planning and scheduling for the undergraduate and graduate programs overseen by Biomedical Engineering. Serves as the Departmental Timetable Representative (TREP). Schedules courses and books classrooms using the Faculty Service Centre/Scientia, and works with other departments and Engineering Student Services to create Standard Timetables (STTs) for BMEG. Enters requests for final exams in SISC. Processes ad-hoc booking requests for faculty and staff in relation to course and/or special event needs. Maintains room booking calendars for various BMEG facilities.
  • Performs graduation checks and participates in graduation adjudication for undergraduate students. Checks transcript and student file prior to defense to ensure that all credit and special requirements have been met. Ensures that all graduation documents are processed and grades submitted on time for graduate students. Forwards confirmation of completion to the Faculty of Graduate & Postdoctoral Studies.
  • Coordinates the pre-articulation of BMEG courses for international transfer credit equivalency,and works with the Manager, Undergraduate Director, the Director of Engineering Academic Services, as well as stakeholders from Go Global to map out transfer credit process and promote new and existing international opportunities to students. Works to identify new relevant international academic and work opportunities for students.
  • Responsible for the management of student group relations, including facilitating communication between the department, the teams or chapters, the EDTC, the faculty staff, and faculty advisors. Coordinates student funding applications, disseminating allocation decisions, and working with the students to resolve any problems that arise within student teams or chapters throughout the year.
  • Responsible for planning and executing events and activities related to student recognition or advising, such as information sessions, student recognition events, welcome orientations, and student feedback sessions. Coordinates all aspects of the events, including creating an event plan, making logistical and catering arrangements, and sending invitations and tracking RSVPs.
  • Develops new and innovative ways to recognize academic and non-academic contributions to the department by undergraduate and graduate students. Participates in the selection of students for department and university scholarships and awards. Helps to identify candidates to be nominated for awards and bursaries based on leadership or extracurricular involvement criteria.
  • Coordinates all aspects of the application and interview process for the Biomedical Engineering Streams - Biomedical Systems & Signals, Cellular Bioengineering, Biomedical Informatics, and Biomaterials & Biomechanics.
  • Monitors submission of grades, includes some grade entry (using FSC, mostly for sessional taught courses). Tracks and processes grade appeals, coordinates supplemental/deferred exams, handles complex cases that require exam/grade accommodation or appeal requests from students.
  • Leverages knowledge of students from constant interaction to help identify students in leadership positions or those eligible for service awards.
  • Updates and maintains the graduate student handbook providing departmental information for new and prospective students. Updates the Course Planning & Registration Guide and advising materials for current undergraduate students.
  • Liaises with Engineering Academic Services, Faculty of Graduate and Postdoctoral Studies, Engineering Co-op, and other on or off campus stakeholders, as required.
  • Represents the Department, as required, at formal internal and external events, including open houses, on and off campus information sessions, recruitment fairs, and special events.
  • Maintains all paper and electronic student records and databases. Drafts official department letters, memos, and correspondence for review.
  • Creates, compiles, and maintains organizational and procedural documentation. Assists with the creation of reports on activities, designing and implementing surveys of activities and performing statistical analysis. Performs literature searches, evaluating data for usefulness, and draft resource materials. Compiles and prepares statistical data and reports. Develops templates, as required, to streamline processes.
  • Arranges meetings and catering; transcribes and distributes minutes. Provides secretarial support for departmental Course Review Meetings.
  • Assists in organization of teaching assistant (TA) needs and recruitment, coordinating TA and instructor evaluations, and relaying information to department, instructors, and students.
  • Drafts official department letters, memos, and correspondence for review.
  • Creates reports on activities, designing and implementing surveys of activities and performing statistical analysis. Performs literature searches, evaluating data for usefulness, and draft resource materials. Compiles and prepares statistical data and reports. Develops templates, as required, to streamline processes.
  • Provides backup coverage for the reception duties in the Student Services Office.
  • Provides general day-to-day support, as required, to the Manager. Performs other tasks in keeping with the level, as required. Provides shadow coverage for the other CUPE position(s) within the SBME Student Services Office.
Supervision Received

This is a responsible position where a high degree of accuracy, maturity and initiative is expected. Works independently under broad direction. Work is performed within authorized prescribed limits and/or an approved plan. Exercises independent judgement in selecting and interpreting information, and reconciling deviations from standard methods. Job tasks are governed generally by broad instructions, objectives, and policies, usually involving frequently changing conditions and priorities.

Supervision Given

Formally trains new staff on work procedures and/or oversees work of students and/or temporary

Consequence of Error/Judgement

Exercises judgment and tact in dealings with students and others. Poor performance would contribute to inefficient operation, poor service, and ineffective programming, thereby affecting the reputation and credibility of the Department and the University. Lack of accuracy in work could result in damaged relations with stakeholders.

Advising impacts the quality of the student experience. Misinterpretation of policies or program
requirements could cause serious problems for students in reaching their educational objectives,
may delay admission, advancement, or graduation, and damage the reputation of the department.
Failure to use good judgement, organize work, or provide accurate information regarding the School's academic programs, key activities, and related communications would have a serious direct or indirect impact on overall operations, development, and financial stability for the School. Inappropriate
management of confidential documents and information could have an adverse effect on faculty, staff or students, or on UBC.


High School graduation and two years post-secondary education. 4 years related experience or the equivalent combination of education and experience. A thorough knowledge of university policies and procedures related to undergraduate and graduate programs and students is an asset; knowledge of the Biomedical Engineering program and student culture is preferred; Knowledge of how to use UBC systems (SISC, FSC, SCMC) is preferred. Ability to synthesize information from several sources to provide answers to student queries is an asset.

Experience with event planning and supervising student staff and volunteers is preferred. Strong organizational, planning, and problem-solving skills; ability to plan proactively; Ability to exercise logic and critical thinking; good judgment and initiative; attention to detail and a high degree of accuracy in work; Ability to work under pressure, prioritize work and meet deadlines; ability to cope with multiple conflicting priorities and interruptions from visitors to the office;

Strong writing skills required. Must be able to compose and edit correspondence using clear concise business English; must be able to write clearly with minimal grammar/spelling errors; Ability to use word processing, spreadsheet, database, presentation and web publishing applications at an expert level is required. Must be able to adapt to new software programs; Adobe Creative Suite, Wordpress, Canvas and Microsoft Sharepoint would be useful;

Advanced interpersonal skills are required. Requires diplomatic persuasiveness, sensitivity, and the ability to motivate behaviour and secure cooperation and acceptance of decisions; ability to exercise tact, confidentiality, and discretion;

Ability to work both independently and within a team environment; Ability to take and transcribe minutes; Ability to type 50 wpm and to operate a normal range of office equipment, including a telephone for telephone reception, a webcam for skype calls, a photocopier and scanner;

Ability to pick up and move objects up to 25 lbs (such as a box of copier paper).

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.