Graduate Program Coordinator Jobs

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level A

Job Title

Graduate Program Coordinator

Department

Administrative Support | Department of Philosophy

Compensation Range

$4,688.67 - $6,754.00 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

July 27, 2023

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

Job End Date

Dec 22, 2023

This is a full-time, fixed term position posted for a leave replacement.

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

The Grad Program Coordinator is responsible for providing academic advice for the Philosophy PhD & MA programs including overall program management and the development of policies and procedures. They act as the Program Administrator for the interdisciplinary Science and Technology Studies (STS) graduate program. This position has wide latitude in decision-making and strategic planning in short-term and long term components of the Philosophy Graduate Program.

Organizational Status

The Grad Program Coordinator works with and under the general direction of the Department Head, the Director of Graduate Studies (Philosophy) and the Director of the Science and Technology Studies (STS) Graduate Program and reports directly to Department Administrator. They work with students, postdoctoral fellows, faculty and staff of the Philosophy department and as an ongoing liaison with the Faculty of Graduate and Postdoctoral Studies.

Work Performed

Academic Advising, Admissions and Student Services

• Manages the strategic recruitment of prospective graduate students and the retention of high-quality graduate students.
• Facilitates appropriate resolution of disputes between faculty and students, and escalates complex cases to the Head.
• Admits successful students and advises them on their academic program requirements.
• Advises current and potential students and post-doctoral fellows on financial aid and scholarships opportunities.
• Ensures a high level of integrity so all applicants are treated equally and in line with UBC and department policies.
• Manages and administers Graduate Budget (which includes funding from PHIL Admin Operating, GSI & Various Sources).
• Develops and evaluates effectiveness of programs and events and make recommendations for future improvements.
• Manages the organization and operations of the Graduate Program.
• Manages complex tools such as the admissions database and online application system; evaluates all aspects of applications made to the Department’s Graduate Programs including degree requirements, eligibility, etc.
• Manages the Grad Professional Development and Placement Budget.
• Develops and builds strong relationships with other UBC units.
• Advises the Admissions Chair and committee on suitable candidates and manages applications files and relevant documents for review.
• Identifies areas where programs and services would support and enhance student academic success and engagement.
• Interprets University, Faculty and Department policies and the Collective Agreements.
• Advises and provides consultation to current students on a variety of issues including admission, academic policies and requirements, awards and scholarships, university student services, program procedures and academic schedules.
• Liaises with other UBC departments within the Faculty of Arts and Graduate and Postdoctoral Studies on all aspects of admissions and recruitment.
• Ensures students meet all program requirements and receive the appropriate advice and support for the duration of their program; conducting needs assessments when appropriate.
• Proposes, develops and delivers new programs and services as appropriate.
• Develops and updates the graduate program policies and procedures manual regarding the admissions process, course offerings and student assessment.
• Identifies student concerns and works to confidentially resolve these issues in liaison with the Director, Graduate Studies, G+PS and Department Head as needed.
• Advises students on housing and program policies. Refers students to appropriate support services both on and off campus as needed (Counselling Services, Student Health Service, International Student Development, Enrolment Services Advisors, Student Housing), or to related University units.
• Oversees progress trajectory of the graduate students and works directly with students regarding academic progress concerns.
• Manages and updates recruitment materials, including brochures, website content, etc.
• Advises students on course selection based on individual goals and interests, and to ensure they meet all requirements.

Graduate Awards

• Manages graduate student records and awards as well as student orientation and recruitment. Manages all graduate student appointments (Fellowship, TA, GRA & GAA)
• Monitors graduate student salaries to comply with the Faculty's minimum stipend policy.
• Manages scholarship applications, including major scholarships, travel awards and other awards.

Teaching Assistants (TA)

• Coordinates the training programs with the faculty TA Coordinator.
• Manages and administers the TA budget.
• Collaborates with the faculty TA Coordinator, determines and coordinates the department’s needs for TAs and assigns TAs to the appropriate courses in accordance with their area of study.
• Develops and implements TA policies and procedures for all course instructors and TAs.
• Recruits and appoints TAs accordingly.

Oversees and coordinates a formal reporting process with instructors and their assigned TAs.

General Administrative Duties

• Plans and manages Grad student events (dissertation approval meetings, PhD thesis defense).
• Manages, plans, and executes recruitment and orientation activities and other special grad student events.
• Plans and coordinates departmental events, publications and initiatives as they pertain to graduate students and programs.
• Manages, prepares and produces special graduate program reports, statistics and other internal and external reports as required.
• Manages the Postdoctoral appointment process, including offer letters, Workday appointments and renewals.

Other Responsibilities

• Acts as Department point of contact for student study abroad including researching opportunities, liaising with UBC Go Global & the Visiting International Research Students (VIRS) programs, planning information sessions and coordinating communications.
• Performs other duties as assigned.
• Collaborates with the Director of the STS graduate program. Duties are similar to those of Graduate Program Coordinator as listed-above (including decisions regarding financial resources, human resources and administrative policies). The STS program functions as a distinct entity outside Philosophy, and has its own programs, policies and procedures, as well as a separate colloquium series.

Consequence of Error/Judgement

Errors in judgement, mistakes, inefficiencies, breaches of confidence in any of the areas of responsibility (graduate students, scheduling, written and verbal communications, etc.) could go undetected for some time and cause serious damage. Mistakes and inefficiencies can result in lost opportunities (e.g., failure to consider excellent candidates for admission). Mistakes can have a significant impact on matters of importance to current graduate students: financial support, TA appointments, program closure and graduation, job applications, student records. They can have a significant impact on other staff in Philosophy, the Faculty of Arts, and GPS, including costly and time-consuming efforts to make corrections. Finally, mistakes at this level can cause significant embarrassment and reputational damage to the department.

Supervision Received

Works independently within departmental and University guidelines; consults with the Department Head, the Director of Graduate Studies (Philosophy), the Director of the Science and Technology Studies (STS), and the Department Administrator on unusual problems or on matters which depart radically from established policy and procedures.

Supervision Given

Manages temporary staff and student workers. Trains new staff on work procedures and UBC systems. The incumbent serves as a resource for junior and temporary staff in terms of training, guidance and interpretation of procedures.

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 program coordination experience required. Strong organizational, time management, financial and analytical skills; well-developed problem solving and conceptual abilities. Self-motivation and ability to work well in a fast-paced environment. Demonstrated supervisory experience. Computer experience required; MS Windows environment, intermediate or advanced Excel Proficient in Workday, UBC Admissions Systems, and Student Information System. Must have effective communication and conflict resolution skills. Strong customer service skills.