Student Programs Coordinator

University of British Columbia - Staff; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading university is seeking a Student Programs Coordinator to support undergraduate and graduate students in the Department of French, Hispanic & Italian Studies. This role involves advising, scheduling, and managing student programs, ensuring student success through effective engagement and support services. The Coordinator will work closely with faculty and oversee various initiatives, requiring strong organizational and interpersonal skills. The ideal candidate will have a relevant undergraduate degree and experience in student support roles.

Qualifications

• 1-2 years of related experience or equivalent education.
• Willingness to respect diverse perspectives.

Responsibilities

• Oversees undergraduate and graduate advising functions.
• Responsible for course scheduling and enrolment monitoring.
• Manages operations of the Learning Centre and tutors.

Skills

Communication

Organizational Skills

Interpersonal Skills

Project Management

Research

Education

Undergraduate degree in a relevant discipline

Tools

WordPress

Job description

Staff - Non Union

Job Category M&P - AAPS Job Profile AAPS Salaried - Student Management, Level A Job Title Student Programs Coordinator Department Administrative Support | Department of French, Hispanic and Italian Studies Compensation Range $5,365.42 - $7,709.92 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date May 25, 2025

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

Job End Date

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 Description Summary
The Student Programs Coordinator is responsible for all aspects of undergraduate and graduate student support for the Department of French, Hispanic & Italian Studies. This role manages the growth of the Department’s programs, with responsibility for advising, course/program planning, engagement, and Learning Centre coordination. The Coordinator works with faculty on the development of undergraduate academic initiatives by designing, delivering, and evaluating services and programs that support student success.

Organizational Status

Reports directly to the Administrator. Liaises with faculty, staff, students, and the external community.

Work Performed

Advising
- Oversees the organization and operation of undergraduate and graduate advising functions
- Advises students about the Department’s undergraduate and graduate program and course offerings
- Works with FHIS faculty to develop and implement placement tests for all language courses and levels
- Identifies students in crisis and provides advice on academic options, their rights and responsibilities, University appeals processes, and connects them with support services as needed
- Oversees the design and implementation of new initiatives affecting advising

Scheduling
- Responsible for planning with respect to enrolment monitoring; seat projections; waitlist management; data analysis; study abroad initiatives; informational outreach; and program growth
- Oversees course scheduling for over 250 sections annually as well as waitlists
- Evaluates enrolments and program capacity to recommend the scheduling or cancelation of courses
- Verifies progress of degree requirements; adjudicates student transcripts and applications; and assesses eligibility for financial awards, provides recommendations to departmental awards committee
- Assesses and authorizes student eligibility for registration in broad consultation with faculty advisors
- Manages adjudication of scholarships and recruitment relating to programs and services
- Researches, writes, and edits publications for student services related purposes
- Directs the work of support staff or student workers on specific projects and activities

Engagement
- Makes public informational presentations; identifies and develops relationships with potential employers; conducts interviews; attends career fairs
- Develops innovative content for student program websites and recruitment materials in collaboration with the Communications Coordinator
- In collaboration with faculty, manages and promotes experiential learning opportunities
- Supports student engagement events and initiatives
- Develops, plans and executes events & workshops in collaboration with the events team
- Identifies new opportunities to increase student funding and awards

Learning Centre Coordination
- Manages the operations of the Learning Centre, including its schedule and tutors (30+ volunteers)
- Performs tutor recruitment, training, performance development, and termination
- Develops and implements Learning Centre policies and procedures in consultation with the Learning Centre Director and Administrator

Consequence of Error/Judgement
The position works with a high degree of autonomy, making decisions that will achieve desired goals and translating policy and program requirements for student degree navigation. Exercises judgment and tact in dealing with internal and external stakeholders. Poor performance would contribute to inefficient operation, poor service, and ineffective programming, thereby affecting the reputation and credibility of the Department and the University. Lack of accuracy in work could result in damaged relations with stakeholders, decreased enrolment in programs, and harm to the UBC and Department brand.

Supervision Received
Works independently, with initiative and considerable autonomy, under the general direction of the Administrator. Works closely with and takes direction from the Department Head, Faculty Advisors, and Learning Centre Director.

Supervision Given
Supervises student workers and volunteers. May direct work of administrative staff as well as internal and external service providers. Explains work procedures to new or inexperienced staff.

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

Specialization in a Romance language or study an asset. Minimum of one to two years of related experience or the equivalent combination of education and experience. Experience working with students or in a student support role. Experience using content management systems such as WordPress or other digital/social media platforms. Experience with event management and logistics. Experience working within a complex organizational structure; and understanding of the academic and public-sector environment. Strong organizational and interpersonal skills. Ability to effectively communicate verbally and in writing. Ability to research novel problems, input and extract data, interpret and analyze findings, as well as communicate information both verbally and visually. Demonstrated project management skills and a proven track record in coordinating volunteers, students, or similar teams. Ability to interpret and implement policies and procedures. Ability to write for various audiences and contexts. Ability to be thorough, accurate, and attentive to detail. Proven ability to interact effectively, respectfully and positively with students, faculty, and staff. Proficiency in one or more Romance languages in particular, French, Spanish, Italian, Portuguese an asset.