Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title Dietetics Program Coordinator

Department Dietetics Program | Food, Nutrition and Health Program

Compensation Range $4,601.00 - $4,953.00 CAD Monthly

Posting End Date September 26, 2023

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

Job End Date

Please include cover letter.

Organizational Status
Reports to the Dietetics Program Manager, taking direction from other dietetic team members as applicable. Contacts individuals/departments/units both internal and external to the Faculty and the University.

Work Performed

• Acts as senior contact and public representative, both internally and externally, for the Dietetics Program and responds to in-person, telephone and written inquiries from existing and prospective students, staff, faculty members and other contacts both internal and external to the University, referring complex enquiries to Dietetics Program Manager.
• Provides accurate information such as undergraduate requirements and must keep informed on any changing information within the Dietetics Program.
• Provides administrative support to Dietetic staff and manages administrative tasks related to annual admissions process. Supports dietetics team in preparing moderately complex documents such as various lecture materials, examinations, annual reports, accreditation documents and other program related progress reports as well as collects information and drafts into an appropriate format for decision-making.
• Supports the Practice Education component of the Program by inputting student placements into the HSP-net online placement system and providing general administrative support.
• Establishes and maintains e-mail lists for program-related communications; communicates program-related information to internal and external stakeholders as well as designs and develops brochures and program information handouts
• Administers work flow of the program, coordinating work processes, establishing work schedules and priorities.
• Establishes and maintains calendars of key dates and activities related to the dietetics program and maintains information on the program website.
• Establishes and oversees processes related to student pre-practice education requirements, including record management for all students and ensuring payment and transfer of funds when necessary.
• Completes Year 5 documentation for regulatory body registration (letters to college, degree etc.,)
• Processes hourly appointments, clinical appointments and honoraria for visitors as they relate to the Dietetics Program.
• Monitors financial records and checks and corrects routine errors in accounts, provision of monthly accounts for the Dietetics Program Manager for dietetic-related activities.
• Supports both the Dietetics Program Manager and Director of Dietetics in managing the program budget and with other related budgetary proposals related to new initiatives.
• Schedules academic seminars, program, various committee, and administrative meetings, gathers information for the meetings, takes and distributes meeting minutes and if applicable, follows up on action items.
• Assesses, identifies, recommends and implements corrective policies and procedures in order to streamline and increase efficiency. Ensures the Director of Dietetics and Program Manager is informed of the progress of all initiatives taking place and is kept abreast of the deadlines that are approaching
• Provides information and guidance to students, staff and faculty in interpreting Faculty and University policies and procedures.
• Trains, oversees and coordinates the work of part-time work-study students.
• Supports Dietetics Program Manager in special events\xe2\x80\x99 coordination including sending out invitations, confirming attendees, booking venues, arranging for catering and visitor accommodations and assigning invigilation duties
• Performs other related duties as required.

Consequence of Error/Judgement
Utmost importance is emphasized on the use of discretion and appropriate judgment in all dealings with the public, whether it is with the media, with visitors, etc. Exercises initiative, tact and judgment in handling matters of a routine and non-routine nature. Works with conflicting demands and determines priorities. Must respect confidentiality of information such as HR/Financial information. Errors in judgment when speaking to the general public or media could result in a significant negative impact, not only to the Dietetics Program, but also to the University as a whole. Correct, accurate, timely and appropriate decisions are of utmost importance as mistakes and inappropriate action could result in loss of revenue or decrease in student enrolment.

Supervision Received
Reports to the Dietetics Program Manager, working independently, occasionally consulting the Director and Program Manager regarding new or unusual matters. Takes direction from Dietetic members for specific projects.

Supervision Given
None.

Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

• Effective oral and written communication, interpersonal, supervisory, customer service and organizational skills.
• Ability to work both independently and within a team environment.
• Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
• Ability to maintain accuracy and attention to detail.
• Ability to prioritize work and to meet deadlines.
• Computer experience required at an intermediate level (MS Office Suite, desktop publishing/graphic, email applications).
• Demonstrated ability to think critically about process improvements and apply frameworks to work-related tasks.

University of British Columbia