Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Cooperative Education, Level B

Job Title Co-op Coordinator B

Department Administrative Leadership | Co-operative Education Program. Arts | Administration

Compensation Range $5,468.83 - $7,878.17 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date November 21, 2022

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date Mar 31, 2023

This is a term position ending on March 31, 2022 with a possibility of extension.

Job Summary
The Arts Co-op Program offers students enriched educational experiences for personal and professional growth by working with diverse community partners and sectors to provide transformative workplace learning as part of students' Arts degree programs.

The Co-op Career Educator is responsible for the development, implementation, coordination and evaluation of the undergraduate co-op programs in the Faculty of Arts. Tasks include designing and implementing strategies to recruit students, providing advising to students during search terms and to help prepare them for work terms, monitoring student work terms and addressing any workplace issues that students encounter, providing evaluation and analysis of student search and work term success each term, collaborating with other co-op professionals at UBC and throughout the province, and the day-to-day administration of the program.

Organizational Status
Reports to the Associate Director of the Arts Co-op Program. The co-op career educator is responsible for the design, implementation and evaluation of all aspects of the co-op program with a focus on the undergraduate student experience, including recruiting and counseling students, evaluating student performance on work terms, and liaising with faculty members. Primarily works with students from the undergraduate co-op program, but may work with students and employers from the graduate co-op programs as needed and contribute to programming in the Faculty of Arts. Supervises permanent and student staff positions, including hiring, discipline, evaluation, and termination.

Work Performed

1. Helps to enact marketing plans to promote the program to existing and potential employers locally, nationally, and internationally via phone, e-mail, in-person, presentations, trade/career fairs, and professional associations, etc.

2. Advises and guides employers in developing challenging and appropriate co-op opportunities; reviews and approves employer job postings to ensure that they meet UBC Arts Co-op Program guidelines. Writes/edits job descriptions on behalf of employers when requested.

3. Designs and implements recruitment strategies to admit new students to the program on a yearly basis. Determines appropriate timelines, develops marketing strategies (eg. E-mail, website, classroom presentations, social media, etc.), designs and writes PowerPoint presentations, delivers information sessions, recruits and advises senior co-op students to present at information sessions, liaises with department advisors to request in-class promotion of the program, designs and adapts student application form as needed, and oversees intake interview process. Makes decisions about which undergraduate students are accepted into the program. Oversees administrative functions associated with intake process.

4. Co-plans and executes two conferences and oversees the design, content, delivery, and teaching of pre-employment workshops for new co-op students prior to their first work term. Assesses and evaluates student evaluation forms each year to determine any changes for the following year. Plans and determines appropriate student and employer speakers for workshops and conferences.

5. With the Associate Director designs and implements student advising and coaching strategies to increase student engagement and retention; trains and coaches staff to enact these strategies.

6. Writes content for a variety of student resources, including the Arts Co-op Hub and Co-op Work Term Assignments. With the Associate Director, oversees the design and edits to all undergraduate student forms.

7. Oversees special workshops and processes for international student placements, including details for work visa documentation, resources/guides to living overseas and pre-travel orientations.

8. Liaises with numerous campus partners (Arts Academic Advising, Centre for Student Involvement & Careers, Centre for Accessibility, Equity & Inclusion Office, International Student Advising Office, Development and Alumni Engagement, Dean's Office, ACSA, and AUS) on joint initiatives or to obtain guidance on student advising issues that arise.

9. Holds daily advising hours for career and employment coaching to prepare undergraduate students for applying to co-op positions and successful transition to work. Offers similar service for students in graduate level co-op programs if needed.

10. Conducts in-person and virtual employer/student site visits to assess/evaluate student performance in the workplace, and helps resolve performance issues. Includes problem solving, mediating, and addressing any workplace concerns or issues related to employee discipline, employee rights (including harassment, employment equity, employment standards), intellectual property rights, confidentiality concerns, etc. raised by students and/or employers. Makes recommendations to Associate Director regarding student's status in the program as a result of workplace issues.

11. Reads and evaluates student Work Term Learning Assignments each term. Reviews and critiques a range of co-op and career development reflections and/or activities, and offers feedback. Assigns a pass or fail grade for each co-op search and work term course.

12. Gathers feedback from site visits to make informed decisions about progress and changes to the program. Makes recommendations to the Associate Director based on feedback.

13. Establishes and maintains ongoing relationships with employers. Participates in employment related events. Advises employers on requirements and availability of funding options for Co-op work terms, such as the Canada Summer Jobs program with Service Canada or Young Canada Works with Canadian Heritage and Parks Canada.

14. Oversees recruitment of new full-time, permanent staff, as well as supervision and delegation of work, discipline, evaluation, and termination.

15. Oversees recruitment of student workers, such as co-op or work study students, as well as delegation of tasks, supervision, and evaluation.

16. Advises Associate Director in the development and management of the Arts Co-op Program budget as it relates to the Undergraduate Co-op Program, making recommendations related to staff hiring, student recruitment, marketing, and overall needs. Contributes content for budget-related reports that are required by the Dean's Office.

17. Works on selected Arts Co-op Program initiatives in sub-committees (eg EDI initiatives).

18. Performs other related duties as required.

Consequence of Error/Judgement
Makes independent decisions about all aspects of the Arts Co-op Program, and provides support to the Associate Director. Incorrect decisions would adversely affect the reputation of the Arts Co-op Program, which would prevent it from achieving its targets. The reputation of other UBC co-op programs and of the Faculty and the university generally would also be harmed by poor decisions. Failure to deliver effective and timely service to employers could result in a loss of industry support, which would seriously damage the effectiveness of this co-op program. Failure to equip students for the workplace and to give sound advice could lead to problems during co-op work terms.

Independently oversees strategic planning and operational procedures for the undergraduate co-op program within the constraints of the Program's administrative framework. Exercises individual judgment in organizing work, dealing with students and faculty and other external agencies. Exercises judgment in dealing with employers, faculty members, and students.

Supervision Received
Reports to the Associate Director, Arts Co-op. Works independently within constraints of policy and the administrative framework. Work subject to review in relation to program goals.

Supervision Given
May supervise other staff working for the program, including students.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of four years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

Excellent oral and written communications skills, and exceptional organizational skills. A passion for Arts education and a demonstrated ability to take initiative and work independently as well as with a team is essential. Ability to act with tact, diplomacy, and discretion. Experience with career education and curriculum development preferred. Ability to effectively use Microsoft Office at an advanced level (e.g., Outlook, MS Word, MS Excel, PowerPoint). Fluency in a second language and experience with international work programs an asset. Must have access to private vehicle for local travel. Must be able to work flexible hours, including occasional evenings and weekends.