Online Learning Program Coordinator

Job Summary

The Online Learning Program Coordinator provides support to HGI’s Management Team, students, instructors, and community educators for HGI’s online courses; collaborates with the HGI Management Team and In Person Program Coordinator on communications, marketing and promotion; and oversees admissions for HGI in-person and online undergraduate programs. The position is located in Skidegate, Haida Gwaii.

Organizational Status

Works closely with the Program and Operations Manager and interacts regularly in collaboration with other members of the Management Team. Liaises with UBC Student Services and other UBC departments as needed.

Work Performed

Online Program Support

Collects feedback from students and instructors, observes courses in action, and shares back to HGI team for ongoing course improvements.

Assists instructors with online course delivery, planning, and activities / discussions. For example, supporting local educators with zoom and other technical needs, or managing breakout rooms and discussion boards.

Takes student attendance and monitors participation in online courses.

Coordinates course communications in Canvas including announcements, emails, and online course schedules.

Provides technical support for online course instruction on Canvas which includes : ensuring consistent “look and feel” across HGI courses; archiving course materials; and supporting instructors with updating content and links on Canvas.

Adheres to UBC policies on safeguarding security of data, electronic devices and classroom content to ensure compliance with Freedom of Information and Privacy policies with regard to student images and information.

Supports instructors in building and maintaining inclusive online learning environments by coordinating cultural safety talks and community classroom agreements, conducting midterm and end of term student check-ins, providing wellness resources, etc.

Assists in coordinating community educator presentations and mails Haw’aa cards for online courses.

Supports students, being available and conferencing with students individually and / or in small groups.

Assists students with course assignments for example, by meeting with students individually and offering guidance or sharing resources.

Develops course feedback surveys and other evaluation tools.

Participates in end of course debriefs with HGI team to review and record instructor feedback.

Prepares online course reports.

Admissions

Oversees the HGI registration and application admissions processes for both in-person and online courses and programs.

Reviews and evaluates students’ registration and applications, including evaluating transcripts, interest statements, contacting referees and ranking applicants.

Conducts follow-up consultations with the HGI team, Forestry student services, and advisors from various universities to ensure thorough evaluation of all applicants, including those not currently enrolled in university programs. The role requires a nuanced approach to admissions, considering life and work experiences alongside traditional educational backgrounds, to support and assess applicants through a complex admissions process.

Formally communicates all admission decisions (both acceptance and refusals) to applicants in a professional, sensitive and diplomatic manner.

Provides insight to new students about policies and procedures related to financial support, credit transfers, etc.

Interprets UBC and HGI information, policies, and procedures and provides customized advice to prospective and current HGI students related to course selections, career pathways and financial supports, including scholarship and bursary opportunities, such as the Forestry Travel Grant and Gwaii Trust grant funding.

Supports Non-UBC students through the BC Education Planner and Non-Degrees Studies Department.

Manages student record databases and systems.

Assists in the development and implementation of policies to streamline application procedures, enhance applicant experience, and ensure an efficient admissions system.

Oversees program inquiries and requests, identifies unusual inquiries, or at-risk behavior and triages appropriately. Collaborates with the Program and Operations Manager in the resolution of complex issues.

HGI Outreach

Participates in recruitment and marketing HGI courses and programs.

Assists with planning HGI events, including handling guest lists, invites, catering, venue, public promotion, and gifts.

Works collaboratively with HGI Program Coordinator on creating content for HGI communications and social media, including online course promotion and marketing, information dissemination, reporting, and collaborating on the annual HGI Newsletter.

General

Participates in the development of the unit’s strategic plan, policies and processes by providing input based on their experience.

Represents HGI at outreach / community engagement events to enhance community profile.

Attends HGI advisory meetings as needed.

Performs other related duties in keeping with the qualifications and requirements of the position.

Consequence of Error / Judgement

This position interacts with students, instructors, and community educators and in doing so ensures they meet UBC standards of professional conduct, and are following UBC and HGI safety policies, best practices, and values. Inappropriate actions and behavior may cause damage to HGI’s reputation as a world class education institute.

The incumbent must exercise judgement based upon thorough knowledge of procedures, guidelines, agreements, and regulations. Certain duties will require a high level of confidentiality, particularly when dealing with students’ person information. At UBC, we are regulated by the Freedom of Information and Protection of Privacy Act (FIPPA), which requires us to protect personal information from unauthorized collection, use of disclosure. Failure to comply with FIPPA increases the risk of privacy breach, which could have negative consequences for affected individuals and HGI.

Supervision Received

Works independently with supervision primarily from the Program & Operations Manager, and

indirectly from the Director and senior staff member. Matters involving policy or liability are

referred to the Director.

Supervision Given

Supervises students in the virtual classroom for online courses and programs.

Minimum Qualifications

High school graduation, plus 1 year of post-secondary education, plus 4 years of related experience; or an equivalent combination of education and experience. Ability to compose complex correspondence. Effective communication skills. Ability to exercise tact and discretion with faculty, staff, students and the public in giving and obtaining information, explaining practices and procedures. Ability to coordinate and direct the work of others.

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

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

Experience working on Haida Gwaii or other rural or Indigenous communities.

Excellent oral and written communication skills.

Ability to work independently as well as collaboratively with a team.

Excellent leadership skills.

Proficient in Microsoft Word, Excel, PowerPoint and other online learning tools such as Zoom and Canvas.

Experience using design software such as Adobe or Canva.

Experience in a related student management, advising and administrative role.

Experience working in post-secondary education.

Knowledge of Forestry student services policies and procedures.

Ability to maintain confidentiality and exercise tact and discretion.

Ability to prioritize and work effectively under pressure to meet deadlines.

Ability to identify and analyze key information and issues, and effectively resolve problems.

Ability to calculate and analyze mathematical information following complex grading rules.

Ability to be thorough, accurate, and have a high level of attention to detail.

Ability to create and accurately maintain record and filing systems.