Program and Admin Coordinator

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

3. Event Coordination and Program Promotion

4. Operations Coordination

5. Other Tasks

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