Special Projects Coordinator

University of British Columbia

13d ago

Job
Full-time
Mid Level
People, HR & Administration
Education & Teaching
Vancouver
Quick Apply
3hrs left

AI generated summary

You must have a diploma plus 4 years experience, advanced Excel skills, strong organizational abilities, writing skills, and knowledge of UBC systems. Ability to learn, work under pressure, and handle diverse perspectives required.
You will coordinate projects, manage events, handle student inquiries, maintain records, support accreditation tasks, and improve processes within Student Services.

Requirements

- 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 one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
- Advanced skills in Excel for Data cleaning and preparation, data analysis and exploration, creating data visualizations and creating dashboards and reports
- Programming experience is a strong asset
- Strong organizational, planning, and problem-solving skills; ability to plan proactively
- Ability to exercise logic and critical thinking; good judgment and initiative; attention to detail and a high degree of accuracy in work
- Ability to work under pressure, prioritize work and meet deadlines; ability to cope with multiple conflicting priorities and interruptions from visitors to the office
- Strong interpersonal skills are required. Requires diplomatic persuasiveness, sensitivity, and the ability to exercise tact, confidentiality, and discretion
- Strong writing skills required. Must be able to compose and edit correspondence using clear concise business English; must be able to write clearly with minimal grammar/spelling errors
- Ability to communicate clearly, work independently, and function effectively as part of a team. Must be able to take direction, take initiative to find answers, and ask for clarification when needed
- Ability to use word processing, spreadsheet, database, presentation and web publishing applications at a moderate level is required. Must be able to adapt to new software programs
- Ability to work the occasional evening or weekend event
- A thorough knowledge of university policies and procedures related to undergraduate and graduate programs and students; knowledge of the School of Biomedical Engineering program and student culture is preferred
- Knowledge of how to use UBC systems (SISC, FSC, SCMC, CANVAS) is strongly preferred
- Ability to synthesize information from several sources to provide answers to student queries
- Ability to take and transcribe minutes
- Ability to type 50 wpm and to operate a normal range of office equipment, including a telephone for telephone reception, a webcam for Zoom calls, a photocopier and scanner
- Ability to pick up and move objects up to 25 lbs (such as a box of copier paper)

Responsibilities

Oversees program support and the creation and development of Student Services’ initiatives and projects.
Administers workflow of the program and performs administrative duties such as creating, compiling, and maintaining organizational and procedural documentation; arranging meetings and catering; as well as transcribing and distributing minutes. Provides other clerical support, as needed.
Answers basic enquiries by phone or email, and provides accurate and timely referrals to other staff members or other units. Schedules student appointments with advising or management staff. Works independently to locate and communicate information for enquiries from students, faculty, and staff.
Coordinates event planning and execution of events and activities related to the School, including student recognition events, outreach activities, department activities, and recruitment events.
Coordinates the ongoing collection of syllabi and archived course material for every course per term for web posting and long-term storage. Oversees the collection and coordination of the teaching material repository for all BMEG courses.
Resolves basic registration inquiries and requests from students. Completes course pre-requisite checks.
Responsible for assisting with ad-hoc booking requests for faculty and staff in relation to course and/or special event needs.
Provides back-up coverage for other positions when needed.
Responsible for inventory management of supplies and equipment owned by the Student Services Office. Oversees organization of store room, requests for use of supplies and equipment by other offices/units, and monitors the condition of assets.
Maintains records and student files. Organizes long term file management and storage for the office.
Provides considerable support during the application season (ie. file validation)
Backfills/supports the student-facing Program and Advising Coordinators during busy periods such as registration
Performs other tasks in keeping with the level, as required.
Provides coordination support to instructors, students, and industry clients involved in the Capstone Design program. Acts as a first point of contact, answering enquiries and referring complex questions to the course instructor. Supports partnerships manager with Intellectual Property agreements between UBC, the students, and the industrial clients. Coordinates client surveys and collects and records confidentiality agreements.
Administers online course content management. Posts files from instructors to online forum. Extracts information and compiles and summarizes data. Posts grades (labs, computer labs, tests) online from Excel spreadsheets; extracts prelab and homework grades and places in Excel marksheet. Coordinates iPeer evaluations. Monitors student discussion boards. Edits and posts photographs.
Enters assignment, test and exam grades to the master mark sheet in Excel. Collects and files information required for accreditation.
Assists in planning course activities and events, including a showcase for industrial clients.
Performs other related tasks as required.
Assists faculty and Academic Program Manager with accreditation-related duties and tasks.
Coordinates the collection of course data and sample work from faculty members; tracks, organizes, reviews, and files the information as needed for accreditation review. Creates the procedure and formatting required for data collection. Follows up repeatedly to collect information as required. Follows guidelines to determine what sample work is required for each course.
Implements database and filing systems to archive teaching material, sample lab reports, and other relevant course materials.
Drafts written sections, coordinating content and input from multiple people and resources.
Enters graduate attribute data into spreadsheets for manipulation. Generates graphs and statistics.
Reviews course syllabi for contact hour information and enters it into spreadsheets. Manipulates data.
Manually enters or reformats data into the prescribed accreditation formats.
Compiles physical and electronic binders of course data and course information. Identifies areas where course data/information is lacking and follows up accordingly.
Suggests procedures that align with internal policies and external requirements for accreditation.
Performs other related tasks as required.
Implements operational initiatives and projects targeted at improving the student experience.
Compiles and prepares reports from various data sources, including applications and admissions data, student progress, awards; this may require gathering data from different units (department, Dean's level, university level); synthesizing disparate data sets; developing pipelines for automating data analytics; analyzing demographic trends; etc.
Provides Workday Student transition support
Liaises with other stakeholders within the School and at UBC, as required.
Creates reports on activities, and compiles and prepares statistical data and reports to streamline processes. Performs literature searches, evaluating data for usefulness, and drafts resource materials.
Assists with program and curricular changes. Researches required procedures, prepares all related paperwork, and coordinates consultations of external units. Maintains an up-to- date record and file of completed submissions. Ensures the new version of Academic online calendar is accurate and updated with any new curriculum changes. Makes recommendations, drafts changes for review.
Works to improve day to day processes such as updating the website content or forms we use in Graduate programs
Develops and maintains a student database
Coordinates special education initiatives, such as outreach or curriculum changes in support of EDI development.

FAQs

What is the job title for this position?

The job title is Special Projects Coordinator.

In which department is the Special Projects Coordinator position located?

The position is located in the Education Support Department, specifically within the School of Biomedical Engineering in the Faculty of Medicine.

What are the main responsibilities of the Special Projects Coordinator?

The main responsibilities include providing administrative and coordination support for Student Services, overseeing program support initiatives, coordinating event planning, assisting with accreditation tasks, and supporting capstone projects.

What are the working hours for the Special Projects Coordinator role?

The role may require occasional evening or weekend work during events.

What qualifications are required for the Special Projects Coordinator position?

A high school graduation plus a two-year post-secondary diploma and four years of related experience, or an equivalent combination of education and experience is required.

Are there specific skills preferred for this position?

Yes, preferred skills include advanced Excel skills, strong organizational and problem-solving abilities, exceptional writing skills, and knowledge of university policies related to undergraduate and graduate programs.

What is the compensation range for the Special Projects Coordinator position?

The compensation range is $4,739.00 - $5,102.00 CAD monthly.

When is the application deadline for this position?

The application deadline is September 19, 2024, at 11:59 PM.

Does this position require any knowledge of UBC systems?

Yes, knowledge of UBC systems like SISC, FSC, SCMC, and CANVAS is strongly preferred.

What kind of experience is beneficial for this role?

Experience in administrative support, data analysis, event coordination, and familiarity with educational programs or institutions is beneficial.

What type of environment does UBC promote for its employees?

UBC promotes a diverse workforce that values inclusion and fairness, aiming to create a rewarding career environment for all faculty, staff, and students.

Is training provided for new staff in this role?

Yes, the Special Projects Coordinator may train new staff, temporary staff, or volunteers as needed.

University of British Columbia

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Mission & Purpose

The University of British Columbia is a public research university in British Columbia, Canada. Founded in 1908 as the McGill University College of British Columbia, the university became independent and adopted its current name in 1915