Job Description

Staff - Union

Job Category CUPE 2950

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

Job Title Program and Admin Coordinator

Department Student Support and Administration | Go Global: International Learning Programs

Compensation Range $4,137.00 - $4,456.00 CAD Monthly

Posting End Date March 1, 2023

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

Job End Date

Job Summary

Go Global, a systems-wide program, provides international learning opportunities for UBC and partner university students. UBC undergraduate and graduate students have the opportunity to study and take part in research, co-curricular, faculty led global seminars, and other short-term conferences and programs around the world, and learn from incoming students attending UBC as exchange and visiting research students. Working with UBC academic programs, Go Global creates partnerships with post-secondary organizations, non-government agencies and communities to provide these opportunities.
The Program and Admin Coordinator works proactively and independently to provide coordination across Go Global programs in the areas of event delivery, communications, administration, program coordination, student admission and course registration, and reception duties. Develops a broad range of program knowledge as well as in-depth knowledge and expertise in the above programmatic and operational/administrative areas and their related UBC systems. Establishes work schedules and priorities for key administrative processes that affect all programs. Resolves complex problems, works closely with other UBC faculties, and serves as a resource for program staff. Identifies needed improvements and implements change in order to perform work more efficiently and provide a service-friendly atmosphere for all students, faculty and staff. Provides oversight and coordination to work performed by the Student Information and Program Support team and student workers.

Organizational Status

The Program and Admin Coordinator is a member of the Go Global: International Learning Programs unit within the Office of the Vice-Provost International under the Vice-President Academic & Provost. The incumbent interacts closely with Go Global staff, UBC students, students from partner universities, UBC faculty, departmental and academic advising staff, Enrolment Services and Student Affairs staff at both campuses as well as student mobility and academic staff at partner universities. This position reports to the Go Global Program Manager. In some project specific work the position will report to other members of the Go Global team, including the Director, Associate Director, Advisors or Associate Advisors.


Work Performed

1. Administration and Program Coordination

• Identifies processes and systems that require improvement, maps and re-designs current processes, and makes recommendations in order to improve service.
• Provides input into department policy, and develops and implements administrative procedures across multiple content management and student systems.
• Monitors, reconciles and investigates all Go Global student fees.
• Provides support to the advising team in tracking and administering Go Global awards.
• Coordinates the administration of programs and services for students, and acts as the key liaison between the Student Information and Program Assistant and Advising teams.
• Provides independent support to M&P staff on specific administrative aspects of program or service work including supporting strategic initiatives focused on engaging underrepresented students
• Leads yearly process reviews for Go Global programs.
• Coordinates and develops administrative processes and implements new systems for data entry, file management, document and data transfers, mail merges, registration processing, etc.
• Acts as a primary liaison between Faculties and University staff for multiple Go Global programs and initiatives.
• Researches and recommends experiential learning opportunities supporting both inbound and outbound students.
• Provide administrative support to student programs and department strategic initiatives including the Student Ambassador program, and special programs and engagement activities aimed at engaging diverse student populations including underrepresented students.
• Co-present and co-facilitate information sessions and other student orientation events
• Provides oversight, training and coordination to work performed by the Student Information and Program Support team and student workers.

2. Frontline Advising

• Composes and responds to lengthy and complex in-person, written, telephone and email correspondence with students, UBC units, and faculties. Information relayed requires extensive knowledge of UBC s international learning programs and policies, Faculties, Enrolment Services, and student services at UBC (e.g. financial aid, awards, academic advising, enrollment services, counselling, career, health, disability resources, orientation, leadership and involvement opportunities, housing, athletics, U-Pass, iMed, etc.)
• Interprets and applies information, procedures and regulations related to partner universities and UBC departments and faculties.
• Refers only the most complex inquiries, after first having researched the issue to see if it can be resolved at the first point of contact. Identifies emergency/critical situations and initiates an urgent response.
• Supports and co-facilitates group advising and webinars for students going abroad and coming to Canada
• Advises newly-admitted international exchange and Visiting International Research students on registration, fees, and insurance, and supports students in managing their own registration and fee payment transactions with the University.
• Collates students offer letters and registration packages, distributes them, and records details on the students record. Runs reports and liaises with partner universities to identify missing documents or duplicates.
• Provides students with updates on the status of their application, accurately interpreting missing or unacceptable materials, logs documents received and relays them to the Go Global Advisors and Enrolment Services, adhering to appropriate protocols for handling transcripts and other records. Encourages students to complete their applications in a timely manner.
• Communicates information accurately and sensitively, while preserving protocols around Freedom of Information and Privacy regulations.
• Assists students as they complete their Gateway application and resolves technical difficulties with Campus Wide Log-in, the Student Services Centre and other aspects of the University s web-based information services.
• Provides information and guidance on student recruitment to international learning programs, admissions, records, transfer credit and exchange opportunities.
• Exercises good judgment, works sensitively with individual circumstances and communicates accurately with a highly diverse population. Works effectively with non-native speakers of English.

3. Event Coordination and Program Promotion

• Coordinates events, receptions, pre-departure seminars, group advising sessions, webinars and information sessions both on and off-campus under the direction of Go Global Advisors and Management staff.
• Plans and coordinates the communications, logistics, budgets, event program and schedules for faculty and program events and information sessions, short-term partner visits, conferences, student events/competitions, networking events, workshops and others, both on and off campus.
• Coordinates with multiple stakeholders and ensures all arrangements have been made.
• Reviews program communications including webpages and social media posts for accuracy
• Provides logistical and promotional support for engagement events and programs including developing and maintaining promotion of events of interest to students.
• Prepares documentation, tracks, and ensures accuracy of program communications resources.

4. Operations Coordination

• Responsible for facilities management including reporting issues to building operations that requires immediate attention.
• Monitors office supplies inventory, reordering supplies such as toner, papers, etc., as needed and ensures that general supplies are adequate for the efficient operation of the office and that equipment is maintained.
• Sets up security codes and orders keys on-line for new staff.
• Assists the Program Manager with various administrative and special projects.
• Maintains UBC Directory and phone lines via Pinnacle portal.

5. Other Tasks

• Participates in selection interviews and in-basket tests for hiring new staff.
• Contributes to performance reviews for temporary student staff as requested.
• Other duties as required.

Consequence of Error/Judgement

Error will have a strong negative effect on student experience, faculty partnerships and UBC\'s ability to maintain positive international relationships with outstanding universities. Incorrect or incomplete information and/or inappropriate communication with UBC departments will significantly damage Go Global: International Learning Programs\' ability to meet UBC strategic targets for international engagement and student learning, including potential negative impact on student finances and delay of graduation.


Supervision Received

Reports to the Program Manager, Go Global. The incumbent works independently with minimal supervision and will be required to exercise tact and discretion.

Supervision Given

Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff. Works collaboratively with other Go Global staff and contacts within the University. Responsible for timely evaluation of student staff. Provides direction to Student and International Programs Support staff.


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

• Excellent communication skills (both verbal and written English).
• Excellent computer skills and willingness to learn and use new systems. Experience in Word, Excel, Access, Outlook, PowerPoint, Gateway, UBC Student Information System, Canvas, Qualtrics, and online advising management system (OAMS) preferred.
• Excellent ability to be thorough, accurate, with a high-level of attention to detail.
• Experience and proficiency in problem-solving skills.

- Demonstrated experience in coordinating projects, processes and teams. - Must be highly organized and have the ability to multitask, prioritize, take initiative, and meet deadlines.

• Ability to adapt to changing priorities and work in an extremely fast paced environment.
• Ability to work under pressure and exercise tact and discretion.
• Ability to work effectively in both a team environment and independently.
• Ability to communicate within a highly diverse environment and use varied communication techniques to provide effective and responsive support to individuals, particularly students, from varied cultural backgrounds.
• Ability to understand and comprehend processes and procedures in a large and complex organization.
• Experience in event coordination preferred.
• Demonstrated presentation skills an asset.
• Experience travelling or studying abroad is an asset.

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.