Program Coordinator

Job Summary

The In-Person Learning Coordinator provides complex administrative, logistical, and clerical support for students, instructors, and guest speakers participating in Haida Gwaii Semesters, Summer Sessions, and other HGI in-person programs. This role manages transportation logistics, serves as HGI’s safety officer for both classroom and field activities, and supports communication and marketing initiatives by collaborating with the UBC Faculty of Forestry Marketing team to develop promotional materials. Under supervision of the Operations Manager, the coordinator also manages HGI’s social media presence. This position is based on Haida Gwaii.

Organizational Status
This position receives direct and indirect supervision from the Program & Operations Manager and interacts regularly in collaboration with other members of the HGI team. Reports to the Director.

Work Performed
• Assists instructors administratively with classroom activities, planning, and facilitating program discussions.
• Arranges logistics for field trips and community educator presentations for in-person courses and programs.
• Plans and organizes student orientation sessions and program debrief activities for in-person programs.
• Prepares and distributes Haw’aa cards to community educators.
• Tracks and maintains student attendance and monitors participation in in-person programs.
• Provides administrative support for students, scheduling individual and small group conferences.
• Manages course communications via Canvas, including posting announcements, schedules, activities, and safety plans, and researching community engagement opportunities.
• Obtains and distributes course materials as required.
• Ensures maintenance of classroom, lab, and field equipment, including accurate inventory records and supply management.
• Maintains and organizes the database/library containing course materials such as videos, audio recordings, images, and presentations.
• Supports the evaluation and assessment process for individual courses and programs, contributing to the preparation of program reports.
• Supports marketing and promotional initiatives, including material design layout, data compilation, research, and fact-checking.
• Ensures communication and marketing materials remain current and accurate.
• Monitors social media activities and provides recommendations for engagement strategies.
• Maintains and updates cyber impact mailing lists.
• Manages scheduling, driving, cleaning, and maintenance of the bus, including detailed records of vehicle maintenance and daily safety logs.
• Organizes and manages bus transportation schedules and logistics.
• Enforces bus safety rules and procedures effectively.
• Oversees safety procedures during field trips and excursions, acting as Safety Officer and enforcing rules in classroom and field environments.
• Prepares detailed safety plans for HGI field trips in accordance with UBC, Work Safe BC, and HGI policies.
• Contributes administratively to the development of HGI’s strategic plans, policies, and processes.
• Arranges logistics for HGI advisory meetings as necessary.
• Performs other related administrative duties consistent with the qualifications and requirements of the position.

Consequence of Error/Judgement
This position interacts with the students, instructors and community educators and the public through HGI’s social media presence, and in doing so ensures that they meet UBC standards of professional conduct, and are following UBC and HGI’s safety policies, best practices, and values, while also adhering to UBC financial and legislative requirements. Failure to do so threatens the reputation and financial viability of the Haida Gwaii Institute. Inappropriate actions and behaviors may present the Haida Gwaii Institute and UBC Faculty of Forestry and UBC with legal, and financial liabilities.

Works independently with direct and indirect supervision from the program and operation manager. Matters involving policy or liability are referred to the director. Reports to the director.

Supervision Received
Works independently with direct and indirect supervision from the Program & Operations Manager. Matters involving policy or liability are referred to the Director. Reports to the Director.

Supervision Given
Supervises students in the classroom and out in the field.

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

• Two years post-secondary education is asset
• Experience in related field or the equivalent combination of education and experience
• Unrestricted Class 4 Drivers License with a clean driving record
• Current Occupational First Aid Level 1 and Transportation Endorsement cert
• Experience working on Haida Gwaii or other rural or Indigenous communities
• Experience working in post-secondary education is an asset
• Excellent oral and written communication skills
• Must be computer literate with proficiency and working knowledge of Microsoft Word, Excel and PowerPoint
• Knowledge of social media platforms and ability to create content and design promotional material
• Ability to work independently as well as collaboratively with a team
• Good leadership skills