Coordinator Assistant

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

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Job Posting

Job ID:
38615

Location:
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:
Coordinator Assistant

VP/Faculty:
Faculty of Applied Science

Department:
Applied Science, Deans Office

Salary:
$48,672.00 (Annual)

Full/Part Time:
Full-Time

Ongoing:
Yes

Desired Start Date:
2020/11/16

Funding Type:
Budget Funded

Closing Date:
2020/10/31

Available Openings:
1

Job Summary

UBC Professional Leadership Master's Degrees in the Faculty of Applied Science are a one-year intensive master's degree for professionals combining technical and leadership skills. The MEL & MHLP Coordinator Assistant will provide complex coordination and administrative support to the two MEL & MHLP Coordinators, who are responsible for the 10 Master of Engineering Leadership (MEL) and the Master of Health Leadership & Policy (MHLP) specializations.

The MEL & MHLP Coordinator Assistant provides operational and logistical support to the MEL & MHLP Coordinators to ensure the development and success of the 10 specialization in the Professional Leadership Master's Degrees. The position requires a deep understanding and knowledge of the programs, and will be responsible for complex inquiries about the MEL & MHLP specialization which have been triaged by the Program Assistant. The incumbent will also be responsible for a wide variety of administrative activities, such as application processing, event organization, system maintenance, communications, and provide day-to day support to the Coordinators of the Professional Leadership Master's Degrees. This position will require an individual who is comfortable in an atmosphere of temporary ambiguity while new systems and processes are being established.

Organizational Status

Reports to the designated MEL Coordinator, and supports the MHLP & MEL Coordinator. Works independently under broad direction. Works closely with the Master of Engineering Leadership (MEL) and Master of Health Leadership & Policy (MHLP) Program Directors, departmental administrative staff, graduate advisors, faculty and staff.

Work Performed

Programs Administration
  • Performs duties related to supporting the operation and development of the 10 MEL & MHLP specialization under the direction of the MEL & MHLP coordinators.
  • Uses a CRM system to track details of inquiries and applications, compiling data and providing analytic breakdown when required.
  • Has an integral role in the application process, reviewing incoming applications for completeness and accuracy, ensuring program policies and academic regulations are established and enforced to maintain the integrity of the program and following up with students when necessary.
  • Establishes and maintains relationships with current students, prospective students and alumni. Responds to complex inquiries in person, via email, telephone and social media platforms when required.
  • Advises and provides consultation to prospective and current students on a wide variety of issues including: university admission and academic policies and requirements, awards and scholarships, university student services, program policies and procedures, and academic schedules.
  • Ensures alignment in admissions and academic policies across all MEL and MHLP programs.
  • Trouble shoots student issues regarding, but not limited to: access, registration, course scheduling, academic policies, specialization questions.
  • Coordinates course scheduling and registration when required.
  • Takes ownership of the Student Portal, develops and maintains this information system, ensures information is correct, and current. Develops and implements strategies to increase student engagement.
  • Represents the MEL & MHLP Coordinator in meetings or events as required.
Events
  • Assists in the organization and delivering of onboarding activities and orientation information and specialization specific events.
  • Organizes, prepares and coordinates specialization events throughout the year. For example, industry meetings, alumni events, student meetings and similar events. Organizes room bookings, set up, technical support, catering and event clean up. Prepares and communicates event schedules.
  • May attend recruitment events or conference.
General & Financial Administration
  • Provides logistical, administrative and technical support to the MEL & MHLP Coordinators.
  • Provides assistance with marketing activity when required and at the direction of the Program Coordinators.
  • Ensures team documentation is correctly branded, updated and maintained.
  • Researches and keeps updated with local, national and international events, relevant to the Professional Masters specializations and advertise to students via the student portal.
  • Prepares presentation slides, scribes and edits meeting minutes and distributes appropriately.
  • Assists in preparing surveys and reports, summarizing and analyzing data as required.
  • Checks the information on the MEL & MHLP websites and ensures that program specific information is up to date and clear.
  • Responsible for administrative financial activities related to the 10 specialization including, processing student and faculty payments, invoices and tracking budgets.
  • Develops and implements innovative procedures to improve customer service and efficiency.
Performs administrative duties such as maintaining a procedures manual, preparing minutes and drafting communications.
  • Will be trained in all aspects of the Program Assistant role and will provide cover when the position is on vacation, sick or vacant.
  • Performs other related duties in keeping with the qualifications and requirements of the job.
Supervision Received

Works under the general guidance of the two MEL & MHLP Coordinators. Receives general instructions on new assignments and works under minimal supervision and requires initiative and professionalism. Interruptions are an expected part of the work, and re-prioritization and rescheduling is required for work completion.

Supervision Given

N/A

Consequence of Error/Judgement

This position is a crucial component of the administration of the Professional Leadership Master's Degrees. Lack of initiative or ingenuity, poor decisions and poor time management could lead to various problems would seriously compromise the integrity and customer service of the Professional Leadership Master's Degrees as well as jeopardize the reputation of the Faculty of Applied Science and UBC.

The incumbent exercises considerable judgment and initiative in handling matters of a complex and non-routine nature. It is important that student applications are dealt with conscientiously and with confidentiality and students are given accurate information since mistakes can have a long-term impact. Errors in judgment and communication may lead to inefficiency of operation, unmet deadlines and loss of valuable time and opportunities for students and instructors. Errors would reflect negatively on the Academic Director, Associate Director, the Dean, the Faculty and the University.

The Professional Leadership Master's Degrees provide academic services to professional graduate students requiring the incumbent to be able to perform the position duties in a professional manner.

Qualifications

High School graduation and two years post-secondary education. University degree an asset. 4 years related experience or the equivalent combination of education and experience. Ability to effectively multi-task, prioritize and work effectively under pressure to meet deadlines. Ability to maintain accuracy and have a high level of attention to detail. Proficiency with office software applications (MS Word, Excel, PowerPoint, Outlook) as well as CRM system use. Knowledge of UBC administrative systems is preferred. Demonstrated superior and professional written and oral communication, interpersonal skills and organizational skills. Ability to communicate in a clear, attentive, and polite manner, developing relationships and exercising tact, diplomacy and discretion. Goal oriented, very organized and able to manage time and competing priorities effectively. High level of personal integrity. Effective problem solving, analytical and organizational skills. Detail oriented with an ability to multitask and maintain accuracy in a fast paced, high volume environment with critical deadlines. Must have the ability to perform established procedures and routine tasks efficiently and in a timely manner. Able to work evenings and weekends as required. Able to work respectfully across cultural differences. Demonstrates a professional demeanor, is a team player and able to work independently and under supervision.

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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.