Educational Services Coordinator

Job Summary

The Educational Services Coordinator role provides leadership in the planning, development, and delivery of improved programming and continuing education initiatives within the School of Social Work. The incumbent coordinates strategic projects such as development of a credit-bearing post-baccalaureate program and provides key support to faculty chairs on BSW and MSW reaccreditation and renewal cycles. This position is responsible for advancing strategic priorities through program design, market analysis, and stakeholder engagement. This position supports School of Social Work program admissions and logistics, marketing and outreach initiatives, coordinates course registration, and prioritizes continuous improvement to meet emerging professional and community needs. Working collaboratively with faculty, staff, and external partners, this position ensures innovative, accessible, and impactful learning opportunities for diverse audiences for both in-person and online programming.

Organizational Status

This position reports to the Administrator for the School of Social Work in consultation with the School Director, Chair of Continuing Education and the CECP Program Coordinator. This position collaborates with the Continuing Education team, academic program staff (BSW, MSW, PhD), and central UBC service units (Arts ISIT, Enrolment Services, Arts Communications). The incumbent works independently with considerable initiative and discretion and may supervise student assistants and temporary staff.

Work Performed

Implements the development of credit-bearing post-baccalaureate program designed for individuals seeking to transition into the social work profession, under the direction of faculty chairs and program leadership, including participates in the development of curriculum planning activities, facilitating stakeholder consultation and conducting market analysis to inform program planning recommendations.

Administers Senate approval applications for proposed new courses and programs by interpreting UBC academic governance requirements, exercising judgment to assess accuracy and compliance, advising on governance implications, and ensuring timely and complete submissions for faculty review and approval.

Participates in planning and oversees the implementation of continuing education programs delivery, ensuring alignment with the School’s strategic priorities and quality standards. Works closely with CECP coordinator to identify complementary program initiatives.

Manages program reaccreditation timelines and deliverables in consultation with relevant faculty chairs, ensuring compliance with accreditation standards and institutional requirements.

Prepares comprehensive documentation for reaccreditation submissions, including curriculum maps, faculty qualifications, and student outcome data, working closely with faculty chairs for review and approval.

Under the guidance of program chairs, facilitates faculty and stakeholder consultations to gather input for program renewal and accreditation reports.

Develops and manages tracking systems for accreditation-related activities, deadlines, and evidence collection, ensuring alignment with faculty chair directives.

Facilitates curriculum review and revision processes in collaboration with faculty chairs to align with accreditation standards and emerging best practices in social work education.

Performs analysis and reporting on student progression, program outcomes, and quality indicators for accreditation purposes, and provides summaries to faculty chairs.

Provides complex logistical, operational, and technical oversight to all continuing education programming in the department.

Serves as point of contact for CECP outreach and partnership coordination. Utilizing broad and in-depth range of CECP program, administrative, policy and course knowledge, advises faculty, staff, students, and external partners on a variety of program related issues and areas.

Develops procedures, work schedules, and priorities for key administrative processes for CECP, and manages policy and procedure manuals, promotional templates, and other program documentation.

Develops and manages program and student records; prepares reports related to enrolment, learner feedback, and program evaluation.

Administers program evaluations by analyzing data and feedback, interprets findings, and preparing reports with recommendations to inform program improvements and decision making while managing records and documentation for all program activities.

Implements evaluation frameworks to assess program effectiveness, learner satisfaction, and impact.

Works with CECP Coordinator to develop and implement all CECP course and micro-certificate program schedules. Liases with a wide range of CECP instructors to align teaching availability and course offerings and resolve complex course scheduling issues.

Oversees all aspects of Canvas course delivery Works with program support staff and facilitators to resolve more complex learner technical issues.

Conducts market research and environmental scans to identify emerging trends, learner needs, and opportunities for new program development and prepares comparators analyses and summary findings to inform recommendations for faculty and program leadership decision-making.

Builds and maintains relationships with community organizations, professional associations, and industry stakeholders to enhance program visibility and partnerships.

Researches and makes recommendations on funding and sponsorship opportunities to support student access and program development.

Collaborates with Arts Marketing and CECP coordinator to design and execute marketing and outreach strategies including digital campaigns, promotional materials, and newsletters.

Writes regular outreach emails and manages all mailing list based communications.

Administers program budgets, prepares financial reports for review with Administrator to ensure cost-recovery targets are met.

Manages site visits and external review processes, in consultation with faculty chairs.

Collaborates with program leadership and faculty chairs to implement recommendations from accreditation bodies and ensure continuous improvement.

Performs other duties as required.

Consequence of Error / Judgement

Errors in judgment, miscommunication, or administrative inaccuracy could affect program delivery, learner satisfaction, financial integrity, and the School's reputation. Inaccurate program planning or mismanagement may result in cancellation of courses, loss of revenue, and diminished trust among learners, faculty, and external partners. The incumbent must exercise sound judgment, professionalism, and discretion in dealing with learners, instructors, and stakeholders.

Supervision Received

Works under general supervision of the School Administrator and the Director. Works closely with CECP Coordinator to align workflow. Expected to perform duties with considerable independence and initiative in accordance with established policies and procedures.

Supervision Given

May supervise temporary support staff and student assistants. Provides training on systems, procedures, and policies.

Minimum Qualifications

University degree in a relevant discipline. Minimum of two years of related experience, or the 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

Experience in continuing education, admissions, or academic program administration.

Familiarity with UBC systems including TouchNet, Canvas, SISC, and Workday.

Strong written and verbal communication skills, with demonstrated customer service orientation.

Experience with overseeing online registration and course setup tools.

Proficiency in MS Office, and basic web editing skills; knowledge of HTML / CSS an asset.

Strong organizational and multitasking abilities with attention to detail.

Ability to work collaboratively and independently in a fast-paced, evolving environment.

Highly effective interpersonal and organizational skills. Ability to deal with a diverse group of people in a calm, courteous and effective manner

Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.

Ability to determine the nature and urgency of inquiries and issues and triage appropriately.

Ability to research and compile information drawn from various sources. Ability to anticipate problems and issues and plan ahead.

Ability to work independently and demonstrate initiative. Ability to develop and maintain cooperative and productive working relationships. Flexibility and "can-do" attitude.

Proven ability to adapt to and work effectively in a multi-tasked environment. Ability to exercise tact and discretion. Ability to approach interactions with an awareness of sensitive issues.

Availability to work evenings and occasional weekends for course and event support.