MGH Program Coordinator

Job Summary

The MGH Program Coordinator works proactively, independently, and in coordination with the MGH Program Director and Manager and the SPPH Education team to lead the education programming activities for the Master of Global Health (MGH) and to support faculty, students, and school-wide initiatives.

The MGH program has about 30 students enrolled annually and receives over 100 applications each year. The Program Coordinator administers all aspects of Admissions activities and Prospective Student Advising, advises current students, maintains records, communicates, and coordinates general administrative activities. In addition, this role coordinates practicum opportunities and student deliverables, and organizes and facilitates professional development for students, staff and volunteers. This role resolves complex problems and identifies areas that need improvements to perform work more efficiently and provide a service-oriented, supportive atmosphere for students and faculty.

Organizational Status
The School of Population and Public Health (SPPH) is part of the Faculty Medicine at the Vancouver campus of the University of British Columbia. The School offers seven graduate programs (Masters and PhD level) along with a Residency program and undergraduate courses, with total enrolment for the graduate programs of approximately 350 students. In addition to program-based functions, clerical staff also work collaboratively with managers on dedicated portfolios in support of the overall education mission of the School to attract, support and retain the best graduate students for our programs. Specialized tasks associated with these portfolios will also be assigned. It is expected that this position will deliver an excellent customer experience as it applies to all aspects of degree and executive education programs offered through the School.

Implementation and delivery of the School’s educational offerings are led and supported by a team that includes a Senior Education Manager and five education program managers, as well as six clerical staff. Together, they have shared responsibilities for admissions and graduate student support, along with specialized tasks in support of dedicated portfolios led by a program manager. The incumbent will interact with SPPH students, staff and faculty and will liaise with University staff from other departments, such as Graduate and Postdoctoral Studies.

Work Performed
Graduate Student Support

Admissions and Prospective Student Advising - 25%

- Provide guidance and information to all inquiries from applicants (e.g., program requirements, program planning, application requirements, immigration documentation and employment authorization).

- Provide advice of a complex and interpretive nature to applicants, students and faculty.

- Perform initial evaluation interpretation of specialized qualifications and educational transcripts including calculating grade point averages. Consult with Graduate and Postdoctoral Studies on special cases and report to the Program Manager as required.

- Maintain and update data, such as online application information, program admission deadlines and program information in relevant systems (i.e., website, admissions system, etc.) and track application process using the online application system (e-Vision).

- Coordinates all aspects of program admissions, including the selection process and bringing cases requiring special adjudication to the Admissions Committee.

- Conduct environmental scans of related graduate programs and submit reports for review and comparison.

- Review and compile information on math and statistics courses submitted by prospective students to meet the quantitative requirement for relevant graduate programs and maintain an up-to-date database of approved courses, along with other standardized tests and required scores.

Current Student Support - 25%

- Responsible for preparing, maintaining and distributing orientation information to new students.

- Advise students with course registration, withdrawals and problems pertaining to registration for the MGH program.

- Prepare, distribute and collate alumni and student exit surveys.

- Plan and execute MGH events.

- Coordinate and resolve complex issues and student inquiries related to graduation process and provide students with information on graduation such as deadlines, submission of program materials and applications for graduation.

- Monitor and maintain student records, student progression and tracking, leave of absences, transfer credits, program withdrawals, program completion memos and ensure graduate requirements are complete.

- Arrange for building access and other requirements for weekend courses and activities.

- Coordinate comprehensive exams and major essays.

- Resolve complex problems related to graduate students in consultation with MGH Program Manager.

- Resolve registration errors and course registration requests for SPPH student’s courses in conjunction with G+PS staff.

MGH Practicum Coordination & Administrative/General Duties - 20%

- Coordinate a variety of complex administrative tasks including marketing, recruitment and admissions, student and instructor support, alumni and community relations

- Research and identify potential employers and placement sites; communicate positions to students.

- Coordinate terms of agreements/contract and signatures, and ensure all government and university immigration and work permit policies are followed for student international placements.

- Maintain comprehensive records for student, employer and job information including learning contracts, student project reports; practicum assessment documentation and related practicum deliverables. Enter final grades for students enrolled in the practicum.

- Coordinate MGH student events including scheduling presentations, ordering supplies for the event and catering, confirming speakers and collaborating with MGH student leaders and staff.

- Provide administrative support for practicum and career management activities including updating website information, scheduling, student and employer database information, and reporting and presentations.

- Carry out assigned project tasks to assist the Project Manager in the development and coordination of projects in accordance with deliverables and timelines. Responsibilities include: preparing project-related correspondence including letters, briefs, memos, and invitations; and organizing, monitoring and updating project information systems, including the online filing system, project databases, and Outlook email.

- Coordinate logistical and administrative arrangements for meetings, workshops, and events, including courier services, mass mailings, room bookings, catering, and the procurement and maintenance of project supplies.

- Support Program Managers in the development and implementation of graduate program initiatives to advance SPPH’s strategic plans for recruitment, student monitoring and support, curriculum improvement, alumni relations, and other areas.

-Administer purchasing and payment processing for program events and supplies, maintaining accurate financial records and adherence to UBC policies.

- Perform other duties commensurate with the skills and experience of the position.

Communications Support: SPPH Programs - 10%

- Support and contribute to the communications strategy including social media, web content, school newsletters, as well as other avenues to promote alumni programs and activities as required.

- Assist with the development of marketing and communications materials and templates.

- Distribute promotional materials to prospective students, project partners, and other identified parties through email blasts, and other communication channels.

- Carry out associated tasks to update and maintain the program website including updating the website content for the education program pages. Liaise with team members to ensure best practices are maintained and that the website operates efficiently.

- Liaise with external suppliers and contractors to arrange for the design, production and printing of promotional items (e.g., swag, etc.) and other project materials.

- Assist Program Manager with marketing activities to meet enrolment targets including preparing marketing materials and mail outs to special interest groups and potential clients for program promotion, practicum placements and special events, information sessions for prospective and current students

- Update program-related information on the UBC Calendar and Graduate and Postdoctoral Studies website.

- Provide day-of event support (e.g., set-up and clean-up, signage requests, photocopying and other materials required), and clerical support for events including developing and distributing promotional materials.

Database & Records Duties - 20%

- Database management including maintaining student records, generating reports, collating program-related data, performing queries, and assisting the manager in identifying areas for further development, design changes and improvements.

- Maintain electronic program alumni record for each program including profiles and lists.

Consequence of Error/Judgement
The position must exercise good judgment and initiative to handle matters based on UBC and program policies and guidelines. Failure in meeting deadlines and errors in judgment could affect the planning process and could result in loss of valuable time and opportunities for prospective and current students, supervisors and instructors. In addition, it may lead to loss of program accreditation and negatively impact the reputation of the School, the Faculty and the University.

This position will be responsible for access, collection, use and disclosure of personal information in accordance with the BC Freedom of Information and Protection of Privacy Act (RSBC 1996) and other UBC privacy and security policies. This position requires employees to work under strict confidentiality requirements; internal procedures and policies to protect personal information must be followed and adherence to these requirements will be regularly reviewed by the employer.

Supervision Received
The position of MGH Program Coordinator, reports to the MGH Programs Manager and also takes direction from the MGH Program Director, with input from the Senior Education Manager for tasks related to the overall educational mission of the School. Generally, job tasks are performed with some supervision but with expectation of initiative and good judgment to select from resources and methods for execution of the duties as listed. The job tasks are governed generally by broad instructions, objectives, and policies usually involving frequently changing conditions and priorities. The ability to exercise tact and discretion is essential, as is anticipating issues, being pro-active and supporting a positive student experience.

Supervision Given
Not required to supervise. The incumbent may explain work procedures to new or inexperienced 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.

- 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

• Must be familiar with the university requirements, policies and procedures for the graduate programs listed.
• Experience with the operation of the University systems such as the Faculty Services Centre FSC system, the Student Information System SSC, and UBC scheduling system Scientia are required.
• Experience and knowledge of UBC’s content management system CMS, based on WordPress, for basic program updates.
• Ability to communicate effectively verbally and in writing.
• Ability to take initiative, prioritize and work effectively under pressure to meet deadlines.
• Ability to maintain accuracy and attention to detail.
• Ability to exercise independent judgment in selecting and interpreting information, and reconciling deviations from standard methods to resolve issues or problems of a routine and complex nature.
• Effective interpersonal skills with particular focus on maintaining a strong client-focused relationship, both locally and internationally.
• Ability to demonstrate poise and tact when dealing with clients, senior executives and faculty.
• Proven ability to work with diverse constituencies and stakeholders, corporate clients, faculty, students and staff.
• Ability to effectively use Word processing computer software at an advanced level Microsoft Outlook, Word, Excel, and PowerPoint are required.