Coordinator, Student Development and Support

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Student Management, Level A

Job Title
Coordinator, Student Development and Support

Department
Graduate Student Professional Development | Dean's Office, Faculty of Graduate and Postdoctoral Studies

Compensation Range
$5,365.42 - $7,709.92 CAD Monthly

Posting End Date
April 22, 2025

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

Job Summary
The Faculty of Graduate and Postdoctoral Studies (G+PS) supports over 11,000 master's and doctoral students at UBC Vancouver. A significant aspect of its support for graduate students and programs is the provision, promotion, and support of professional and personal development (PPD) along with student engagement and community building opportunities for students. These are integral to an outstanding graduate school experience, and help pave the way for a successful tenure in graduate school and a successful transition to careers.

The Graduate Pathways to Success (GPS) program within G+PS is designed to complement core academic curricula and supports graduate students in their development of the competencies and skills needed to thrive both within their graduate program as well as in their future careers.

The GPS program includes in-person workshops and online webinars on a wide range of topics such as proactive planning, navigating graduate school, applying for scholarships and awards, developing professional working relationships, navigating difficult conversations, time and self-management, maintaining health and wellbeing, and communication and presentation skills. Included in GPS programming is a web-based Graduate Game Plan to assist graduate students with planning their graduate journey as well as the annual Three Minute Thesis oral presentation competition.

The Coordinator, SD&S is key in leading the provision and promotion of program workshops and will often offer programs in conjunction with various stakeholders across campus, including, the UBC Career Centre, Counselling Services, the UBC Library, as well as individual staff and faculty members. Many GPS sessions are hosted by external facilitators with subject expertise.

The Coordinator, SD&S is also a key member of the GradStart orientation organizing committee which conducts orientation sessions for new graduate students in August/September and January as well as the pre-arrival webinars supporting both of these events which take place year-round. Year-round orientation activities include e-mail campaigns along with student connection and community building activities. Initiatives beyond the above may be developed, depending on resources, need, and opportunity.

The Coordinator, SD&S is responsible for evaluating and reporting back on overall GPS program content, attendance, feedback, and budget including preparation of an annual report document.

Organizational Status
Reports to the Director of Graduate Student Professional Development within the Faculty of Graduate and Postdoctoral Studies.

Supervises the GPS Assistant, and works closely with stakeholders representing various units across campus who support graduate student professional development.

Work Performed
Graduate Pathways to Success (GPS) Workshops and Webinars 50%

• Ensures the goals and objectives for the GPS program are being met.
• Manages the implementation, and ongoing evaluation of all GPS training modules for graduate students, ensuring that timeliness of program content, deadlines, capacity and mode of delivery are optimal.
• Liaises with key campus service providers to schedule annual GPS workshops, ensuring topics and content meets the needs of the graduate student community.
• Retains external facilitators or speakers, reviews session content, and works to ensure they use approaches that are in line with GPS philosophy.
• Provides advice to facilitators specific to best practices and approaches for graduate student-relevant content and session logistics and delivery.
• Negotiates contracts for services with workshop facilitators (within established budget guidelines).
• Liaises with facilitators to ensure they are prepared for events including any pre-work requirements, and provides registration updates including any accessibility requirements.
• Shares the GPS facilitator guide with all facilitators to ensure they are aware of UBC's Respectful Environment Statement to ensure we provide an inclusive and respectful environment for learning.
• Oversees the work of the Program Assistant to ensure that all workshop arrangements for rooms, A/V, catering and workshop materials have been made.
• Reviews and provides recommendations for workshop and online materials to ensure relevance of content to graduate student audience. Controls editorial flow and production of website content from original event publishing through to posting of all post-event recordings and handouts.
• Oversees the set up and independently manages events both in person and online for GPS in person and online workshops.
• Provides feedback synopses to individual facilitators after sessions, recommending areas for improvement for future sessions including suggestions based on knowledge of best practices. Evaluates topic suggestions provided by student feedback to inform future workshops topics.
• Keeps data on attendance and creates the GPS workshop annual report for reporting to the Director, the Dean and graduate programs.
• Manages the GPS annual budget, ensuring facilitator fees and workshop expenses remain within budget expectations. Consults with the Director of Graduate Student Professional Development to review and assess annual budgetary needs.
• Evaluates modes of content delivery and works, in collaboration with the Director as well as faculty, staff and external facilitators, to develop asynchronous content to complement synchronous workshops.
• Stays informed on professional development needs through actively engaging in relevant newsletters and books.

Special Event and Engagement Programming 45%

• Serves on the organizing committees for large scale events including the annual Three Minute Thesis (3MT) Competition, New Graduate Student Orientation (GradStart), First year experience activities, and other student development and engagement programming.
• Is responsible for organizing relevant and timely professional development for 3MT and GradStart.
• Provides experiential learning opportunities to graduate students by inviting them to moderate faculty/industry expert panel sessions, and participate on student panels, within the GPS and GradStart Programming.
• For 3MT, participates in pre-event individual personal feedback sessions to advise participants on how to improve their presentations and works with the Director on all event management, including hosting of Open Heats, semi-finals and final, selection of adjudicators, etc. as required.
• Co-leads PhD Connections and Candidacy to Completion orientation programming.
• Reviews and ensures all GPS, GradStart and 3MT website program content is current and accurate.

Other Duties (5%):

• Participates in the national Graduate and Postdoctoral Development Network to keep current on trends and contribute to the conversation on graduate student professional development needs.
• Serves as backup to the Director for meetings and presentations on graduate student professional development, as appropriate.
• Other duties as assigned commensurate with the skills and experience required in the position.

Consequence of Error/Judgement
Highest degree of judgment and initiative required. The quality, ethics, integrity, and accuracy of the workshops and materials produced by this position are critical to Graduate and Postdoctoral Studies. Inappropriate or inaccurate statements may seriously affect the image and reputation of individuals, the Faculty and of the University as a whole. Inappropriate, ineffectual or poor messaging in communications content could result in loss of students, low recruitment, or negative perception of the GPS program. Additionally, any errors and/or omissions in judgment could seriously undermine the roles, responsibilities and effectiveness of the Dean of the Faculty of Graduate and Postdoctoral Studies.

Supervision Received
Reports directly to Director of Graduate Student Professional Development. This incumbent is expected to work independently and in consultation with others named above. They set their own objectives, targets, and deadlines, and develop strategies to align with G+PS strategic priorities as established by the G+PS leadership team. The incumbent is held accountable for appropriateness of objectives, targets and deadlines, and effectiveness of strategies.

Supervision Given
Supervises the day-to-day work of the GPS Program Assistant. Functional guidance provided to workshop facilitators, speakers, consultants, and any other professionals providing service to the GPS, such as a communication or design professionals.

Minimum Qualifications

• Undergraduate degree in a relevant discipline. Minimum of one to two 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

• Graduate degree preferred.
• Additional experience in educational program development and delivery; including assessment and evaluation, or coaching and professional development is preferred.
• Experience in public relations, journalism or marketing an asset.
• Experience in both qualitative and quantitative research methodologies an asset.
• Experience implementing, and evaluating leadership and professional development workshops.
• Experience with online learning programs.
• Exceptional ability to engage and build rapport with a diverse community.
• Proven and comprehensive program development and management ability.
• Effective oral and written communication, presentation, interpersonal, problem solving and organization skills.
• Superior communication skills. Ability to adapt writing styles for various purposes and audiences.
• Previous experience in speaking before large and small groups and conduct workshops; expertise in facilitation.
• Proven skills in program development and with needs and attitudes of graduate students, faculty, employers and career development professionals.
• The ideal candidate possesses an understanding and/or interest in University culture and an understanding of the nature of graduate level research and training.
• Knowledge of current issues concerning graduate education and a balance of creative, technical, analytical and social/interpersonal skills.
• Knowledge of the work world and graduate student responsibilities is essential.
• Previous experience in the principles, practices and trends of the Career Development Field.
• General knowledge of resources and ability to obtain information on career trends and job openings is required.
• Demonstrated capacity for innovation, idea generation, research, analysis, strategic thinking, budget and project management.
• Ability to work well with others, demonstrated effective intercultural communication skills, and the ability to deal professionally and diplomatically with faculty, staff, students and the general public.
• Ability to adjust to change and work in team environments.
• A self-starter who can work independently.
• Highly organized with ability to prioritize assignments would be an asset.
• Proven multi-tasking skills, including ability to work effectively under pressure, handle heavy volumes, and meet demanding deadlines.
• Strong attention to detail.
• Demonstrated working knowledge of publishing, website development, and communications product development.
• Demonstrated design experience in print and web or the ability to manage a plan for the program.
• Computer Skills: Word, Excel, PowerPoint, Access, Internet Research, Email (Outlook).
• Other Computer Skills that would be an asset: SPSS, HTML, Assorted Design & Layout Programs.