Undergraduate Program Coordinator

Job Summary

Timetabling representative for all undergraduate and graduate courses. Often the first point of contact for undergraduate students. Provides authoritative information and counseling to current and prospective students on administrative matters, program options and requirements including admission requirements, course equivalents, program progress, graduation requirements, performance standards necessary for advancement in course programs, course content and grade restrictions. Serves as the liaison between undergraduate students, department faculty, the Associate Head - Undergraduate Affairs and Advisor, Faculty of Science Advising.

Organizational Status
This position reports directly to the Administrative and Human Resources Manager and Associate Head - Undergraduate Affairs and Advisor. Work direction is received from the Associate Head - Undergraduate Affairs and Advisor.

Work Performed

· Timetabling representative for all Chemistry undergraduate and graduate courses. Liaises with Vantage College about CHEM 121 course selections.

· Monitors registration of courses and resolves course conflicts. Uses Scientia to schedule lectures and labs and to allocate classrooms and teaching labs and ensures lab sections are managed effectively until full. Consults with the Associate Head - Undergraduate Affairs and Advisor regarding opening course selections.

· Advises students of alternative options available to satisfy program requirements. Has administrator access on Workday to register/force students into department courses taken by undergraduate students. Troubleshoots and resolves problems encountered by students in registering.

· Manages the registration process for the Chairs of the Undergraduate Education Committee including timetabling, scheduling, production of class lists and wait lists; determines discretionary admission to courses in high demand; assesses demand and recommends when new course seats are possible and appropriate; add/deletes courses consistent with the relevant curriculum changes instituted by science departments; provides information on enrolment patterns; moves students off the wait lists as seats become available.

· Prepares invigilation reports for final exams during official examination periods.

· Assists instructors with the standing deferred (SD) exams process.

· Manages final exam requests for undergraduate and graduate courses including exam accommodations from instructors.

· Interacts with other departments and Enrolment Services on behalf of students when they encounter registration problems which they cannot remedy; interacts with the Go Global Office on behalf of exchange students, the Faculty of Science International Student Coordinator and with International Student Recruitment at Enrolment Services, when required. Counsels exchange students and assists them with registration, where required.

· Compiles reports, tables and/or graphs for statistical analysis and interpretation (enrolment trends, average marks, graduation numbers and student teaching evaluations (STE’s) for faculty reappointment and promotion files).

· Tracks eligibility for advancement to 3rd & 4th years, and graduation, based on established Faculty of Science guidelines.

· Processes all undergraduate appointments in Workday (e.g.: Work Learn, Co-op, UAA, URA, UTA, etc.).

· Communicates program course requirements to other departments and negotiates seats with other departments as necessary.

· Provides information and replies to current and incoming students with information on the University’s programs, courses and requirements, eligibility and application process. Responds to written and oral inquiries from applicants, regarding application status and program information.

· Maintains contact with prospective students via email and internet throughout the year.

· Provides support to the Scholarship Committee, Awards Committee and Science Education Specialist as required.

· Manages scholarship competitions and student award nominations for undergraduate Chemistry students.

· Liaises with Faculty of Science Advising for mark averaging for adjudication of graduation and approval by the Undergraduate Advisor.

· Manages web content for undergraduate programs. Liaises with IT Services and Illustrator regarding student access for online learning management systems (e.g. Canvas); assists in the maintenance and updating of departmental undergraduate web pages and promotional literature.

· Provides administrative assistance to the Associate Head - Undergraduate Affairs and Advisor as required. Generates letters and responds to a variety of complex written, e-mail and oral inquiries of an interpretive nature requiring a thorough knowledge of the undergraduate program, university policies and procedures. Composes correspondence, reports and promotional course materials.

· May coordinate large social functions throughout the year for undergraduate students including open houses, department tours, recruitment activities and organizing catering.

· Sits on appropriate or relevant department committees as required.

· Utilizes Workday for contacting students.

· Administers and routes official letters, forms and announcements.

· Resource person for undergraduate students with regard to finance, housing, grants fellowships, scholarships and many other awards.

· Enters and submit grades in accordance with the University’s and Department’s policy and procedures on behalf of faculty as required.

· Coordinates the honours and majors course (Chem 449) by sending out notifications and setting schedules.

· Notifies the faculty of Government and University funding available for hiring students under the following programs: NSERC Undergraduate Summer Research Award, UBC Work Learn Program, Summer Career Placement (Federal) and UBC Chemistry Summer Research Scholarship. Coordinates proposals for the Government and/or UBC funded Work Study/Work Learn Program and monitors program ensuring that Union and Government guidelines are met.

· Carries out other related duties as necessary.

Consequence of Error/Judgement
This position has critical decision-making responsibility for undergraduate students from admissions to graduation in a large and busy department where courses are in high demand. The impact of errors in this position could be extremely serious and could adversely affect student admission to the undergraduate programs, university standing, entry to the courses, and degree completion. Inability to quickly assess the level of advising needed increases the workload of the faculty. Poor decisions could impact a student’s academic career and reflect poorly on the Department’s reputation. Errors may also impact on administrative efficiency within the department and have financial implications on faculty project/grants supporting undergraduate students.

Supervision Received
Duties are performed independently under broad direction. Requests direction when required from the Associate Head - Undergraduate Affairs and Advisor. Administratively supervised by the Administrative and Human Resources Manager.

Supervision Given
May explain work procedures to new or inexperienced staff as well as orientation to faculty members who have been assigned a new committee role in the department.

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.

- 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

· Bachelors degree preferred.

· Familiarity with course registration, academic requirements and course scheduling is preferred.

· University experience and knowledge of UBC systems would be an asset.

· Knowledge of University policies, procedures, governance and administrative systems preferred.

· Training in web technology and/or computer programming would be an asset.

· Must have excellent public facing skill as well as the ability to exercising tact, discretion and diplomacy in person, on the phone and in writing.

· Ability to respond appropriately to inquiries in person, on phone and in writing and make appropriate referrals.

· Ability to effectively and efficiently coordinate tasks and meet deadlines.

· Demonstrated ability to identify and highlight pertinent data for processing into reports.

· Proficient in MS Office, Final Grade Submission Tool, Scientia and Workday. Demonstrated proficiency in MS Excel for creation of tables, graphs and charts.

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

· Ability to communicate effectively verbally and in writing.

· Ability to explain, assign and monitor work.

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

· Ability to coordinate and oversee work processes.

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