MGH Program Coordinator

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 3 (Gr8)

Job Title

MGH Program Coordinator

Department

MGH Program School of Population and Public Health Faculty of Medicine

Compensation Range

$4739.00 - $5102.00 CAD Monthly

Posting End Date

July 13 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

January 31 2027

This posting is for a 6-month term appointment at 0.6 FTE (21 hours per week).

At UBC we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research innovation and learning for all faculty staff and students. Our commitment to employment equity helps achieve inclusion and fairness brings rich diversity to UBC as a workplace and creates the necessary conditions for a rewarding career.

Job Summary
TheMGHProgram Coordinator works proactively independently and in coordination with theMGHProgram Director and Manager and the SPPH Education team to lead the education programming activities for the Master ofGlobal Health (MGH)and to support faculty students and school-wide initiatives.

TheMGHprogram has about30students enrolled annually and receives over100applications each year. The Program Coordinator administers all aspects of Admissions activities and Prospective Student Advising advises current studentsmaintainsrecords communicates and coordinates general administrative additionthis rolecoordinates practicum opportunities and student deliverables and organizes andfacilitatesprofessional development for studentsstaffand volunteers. This role resolves complex problems andidentifiesareas 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. TheSchoolofferssevengraduate programs (Mastersand PhD level) along with a Residency program and undergraduate courses with total enrolment for the graduate programs of approximately 350 addition to program-based functions clerical staff also work collaboratively with managers on dedicated portfolios in support of the overall education mission of theSchoolto attract support andretainthe 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 theSchool.

Implementation and delivery of theSchoolseducational offerings are led and supported by a team that includes a Senior Education Manager andfiveeducation 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 withUniversitystaff 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 immigrationdocumentationand employment authorization).

- Provide advice of a complex and interpretive nature to applicantsstudentsand faculty.

- Perform initial evaluation interpretation of specialized qualifications and educational transcripts including calculating grade point averages. Consult with Graduate and Postdoctoral Studies onspecial casesand report to the Program Manager asrequired.

- Maintain and update data such as online application information program admissiondeadlinesand 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 andsubmitreports for review and comparison.

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

Current Student Support-25%

- Responsible for preparingmaintainingand distributing orientation information to new students.

-Advisestudents with course registration withdrawals and problemspertaining toregistration for theMGHprogram.

- Preparedistributeand collate alumni and student exit surveys.

-Plan and execute MGHevents.

- 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 andmaintainstudent 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 withMGHProgram Manager.

- Resolve registration errors and course registration requests for SPPHstudentscourses in conjunction with GPS staff.

MGHPracticum Coordination & Administrative/General Duties-20%

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

- Research andidentifypotential employers and placement sites; communicatepositions tostudents.

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

-Maintaincomprehensive 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.

- CoordinateMGHstudent events including scheduling presentations ordering supplies for the event and catering confirmingspeakersand collaborating withMGHstudent leadersand 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 toassistthe Project Manager in the development and coordination of projectsin accordance withdeliverables and timelines. Responsibilitiesinclude:preparing project-related correspondence including letters briefs memos and invitations; and organizingmonitoringand 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 SPPHs 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 dutiescommensuratewith 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 asrequired.

-Assistwith 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 andmaintainthe program website including updating the website content for the education program pages. Liaise with team members to ensure best practices aremaintainedand that the websiteoperatesefficiently.

- Liaise with external suppliers and contractors to arrange for the designproductionand 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 andspecial 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 requestsphotocopyingand other materialsrequired) and clerical support for events including developing and distributing promotional materials.

Database & Records Duties-20%

- Database management includingmaintainingstudent records generating reports collating program-related data performing queries andassistingthe manager inidentifyingareas for further development designchangesand improvements.

-Maintainelectronic 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 studentssupervisorsand addition it may lead to loss of program accreditation and negativelyimpactthe reputation of the School theFacultyand the University.

This position willbe responsible foraccess collectionuseand disclosure of personal informationin accordance withthe 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 ofMGHProgram Coordinator reports to theMGHPrograms Managerand alsotakes direction from theMGHProgram Director with input from the Senior Education Manager for tasks related to the overall educational mission of jobtasks 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 governedgenerally bybroad instructionsobjectives and policies usually involvingfrequentlychanging conditions and priorities. The ability to exercise tact and discretion is essential as isanticipatingissues being pro-active and supporting a positive student experience.

Supervision Given
Notrequiredto 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 ones own

- Demonstrates a commitment to enhancing ones 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 arerequired.
• Experience and knowledge of UBCs 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 tomaintainaccuracy 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 onmaintaininga strong client-focused relationship both locally and internationally.
• Ability todemonstratepoise and tact when dealing with clients seniorexecutivesand faculty.
• Proven ability to work with diverse constituencies andstakeholderscorporate clients facultystudentsand staff.
• Ability to effectively use Word processing computer software at an advanced level Microsoft Outlook Word Excel and PowerPoint arerequired.

Required Experience:

IC

Employment Type : Part-Time
Experience: years
Vacancy: 1
Monthly Salary Salary: 4739 - 5102