Undergraduate Program Coordinator

Job Summary

The Undergraduate Coordinator advises and provides complex information to both prospective and current students in support of Anthropology’s undergraduate program. Duties of the position range from routine to complex and include student advising, recruitment, admissions, event planning and reception duties.

Organizational Status

Works independently, with full initiative and considerable autonomy, seeking guidance, when necessary, from the Graduate Program Manager. Receives general direction from the Manager, Graduate Program and Department Head, and reports directly to the Administrator.

Work Performed

Students Services and Advising

• Provides front-line assistance and responds to a variety of in-person, written, telephone, and e-inquiries from undergraduate students, faculty, the public, and prospective students about Anthropology student services
• Provides reception for the Anthropology front office, including A/V sign out, ad hoc room booking, office equipment support, supply stock maintenance and ordering, petty cash management, and mail processing
• Advises current undergraduate students on complex queries concerning degree promotion/advancement requirements. Interprets and advises undergraduate students on requirements for honours, course credits, and language proficiency requirements; investigates and analyzes academic problems and works with the Graduate Program Manager to find resolutions
• Functions as the first point of appeal for students who are not able to register
• Provides direction and advice to students regarding course availability, schedules, and eligibility
• Determines students’ eligibility for course registration and notifies students of the reason(s) for refusal
• Maintains and updates student files and records
• Prepares student-related forms and monitors students’ academic progression through to completion
• Processes course waivers and transfer credits
• Reviews and evaluates student records for graduation
• Analyses enrolment data and creates reports
• Collects and collates course outlines/syllabi, and brief descriptions from instructors; follows up with instructors to ensure that there is an updated outline/syllabus available on file (AIR and in the shared folder) and short descriptions of courses on Workday Student and/or Student Systems and Applications provided by UBC
• Sends out announcements to Majors/Honours/Minors
• In collaboration with the Graduate Program Manager, drafts and issues a weekly (or bi-weekly) announcement email, including information on upcoming events, important deadlines etc.
• Assists with promotion of undergraduate programs by performing duties such as coordinating open houses, public relations functions, job fairs and promotional events
• Provides support to the Undergraduate Studies Committee in identifying and implementing programs that support student learning; embraces new advances in technology and learning initiatives and applies this knowledge to the delivery of service to students; provides back up and overflow assistance to when required
• Performs other related duties as required

Admissions Processing

• Coordinates admissions process for Honours program, Directed Studies and overseas study
• Calculates credits, reviews credit exclusion policy, authorizes exemptions on degree navigator, approves graduation, and edits program changes using Workday Student for Dual Degree, Major/Minor/ Honours Program
• Interprets complex inquiries to provide information and guidance to current and prospective students regarding routine and non-routine admission requirements, college transfers, appeal procedures, registration, course changes and other related academic policies and procedures
• Oversees and coordinates student requests in consultation with the Undergraduate Committee chair and/or Arts Academic Advising Office (e.g. Dual Degree, Major, Minor and Honours, course planning, credit transfer, course registration, grades, graduation, student records, overseas study, etc.)
• Reviews students' registration appeals and provides them with explanations of refusals, alternatives or assistance when warranted. Resolves course conflicts and advises students of alternative options available in consultation with the Undergraduate Committee chair to satisfy program requirements. Ensures student compliance with prerequisites and continuation requirements by performing duties such as tracking the progress of students, identifying problems, and bringing cases of failure to meet requirements to Undergraduate Studies Committee for resolution
• Identifies and offers solutions to cases requiring special adjudication; Brings cases requiring special adjudication to Undergraduate Studies Committee for determination.
• Investigates and communicates with current students and others to resolve complex, often sensitive problems relating to admissibility, recognition of prior education and institutions previously attended, availability of transcripts and complex University regulations.
• Coordinates summer programming including the Urban Ethnographic Field School (UEFS) This includes: email correspondence with prospective and registered students; collects fees and payments and processes refunds where appropriate; coordinating schedules and activities; assisting with program events; assembling course materials; compiling and distributing student marks and completion certificates
• Acts as the Department Timetable Representative (T-Rep); works with the Graduate Program Manager and Undergraduate Committee Chair on course preparation, especially scheduling and timetabling processes
• Develops the Department’s Summer and Winter Course schedule (over 120 sections annually) for each academic year
• Reviews and updates course list and timetable provided by the Undergraduate Chair. Collates the scheduling surveys from faculty and sessional instructors as required; manages and translates data collected from same for presentation and course scheduling
• Generates and updates draft schedules, using MS Excel; resolves course conflicts independently
• Enters and updates course scheduling information into Scheduling Services Systems provided by UBC
• Reviews course schedule to adjust course times, rooms, course caps, etc. as required; is proactive and creative about solving complex issues around assigning classrooms, teaching schedules, and unique classroom requirements; identifies scheduling conflicts, ensuring adequate course offerings are delivered; provides advice and input on course offerings and the scheduling of courses
• Identifies solutions to complex registration problems, including working with Faculties to adjudicate student requests for exemption from standard timetables, and makes recommendations for individual students and for enhancements to registration practices.
• Updates and maintains ANSO room booking calendar (Outlook) to ensure all Anthropology classes are entered into the system, and resolves any potential double-booking issues with Sociology or other departments.
• Performs other related duties as required

General

• Performs necessary data entry for all student employments: (a) Teaching Assistants- including postings, applications, hiring and appointments documentation; ensures that TA hiring is in accordance with CUPE 2278 regulations; (b) Research Assistants, Administrative Assistants and Work Learn students
• Prepares, updates and coordinates TA, appointments, supervisors’ reports, and teaching evaluations
• Reviews list of courses/instructors with Course Evaluation Team, corrects missing/incorrect information, and ensures TAs are evaluated for their courses only (Teach Eval and BLUE setting for ANTH and ARCL courses)
• Schedules exams and the training / scheduling of exam invigilators
• Takes responsibility for the processes and activity bookings of the Digital Culture Laboratory (DCL), in coordination with the Head and the DCL Steering Committee, as well as taking responsibility for any required training for use of the space and the equipment therein
• Acts as backup for the Graduate Program Manager to administer student finances, scholarships, and awards
• Participates in learning workshops, information sessions, and undergraduate conferences provided by Arts Advising, Scheduling and/or Enrollment Offices, etc.

Consequence of Error/Judgement

All information must be accurate and provided in a respectful, timely, and supportive way. Failure to provide service that meets these standards may impact negatively on access to services, jeopardize students’ wellbeing, and result in increased risk to the University. Errors or incorrect decisions could result in direct costs, lost opportunities, delays for students and staff, as well as damage to Anthropology’s and to the University’s reputation.

Supervision Received

Works independently under the general direction of the Manager, Graduate Program and Department Head, and reports to the Department Administrator.

Supervision Given

Supervises no less than 3 Work Learn Students. Trains new CUPE 2950 and Work Learn staff.

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

- 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

Ability to:

• work effectively independently, in a team environment, and handle frequent interruptions
• exercise tact and discretion when discussing problems and eliciting sensitive or confidential nature
• prioritize, multi-task, and work effectively under pressure to meet deadlines
• maintain accuracy and attention to detail
• effective use word processing, spreadsheet, database, and desktop publishing applications at a high level e.g. Outlook, MS Word, MS Excel, Adobe Acrobat, PowerPoint
• exercise judgment and initiative in problem resolution within a team environment
• create reports and provide data
• communicate clearly and effectively verbally and in writing
• problem solve and adapt to new and changing systems
• Excellent interpersonal, customer service and organizational skills required to provide supportive and helpful demeanor to students, applicants and visiting students, faculty, department staff, and other UBC and external professional contacts. Uses initiative to identify potential or actual problems, investigate causes, and resolve problems.
• Knowledge of UBC Workday Student and undergraduate student policies and procedures is an asset. Strong organizational and time management skills required.