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

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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

Coordinating Graduate Programs by compiling information necessary for the development of timetables, schedules, tracking student academic progress and accreditation in consultation with the Managers of Curriculum and Student Academic Services staff. Ensures student registration, grades compilation, updates students records, advises faculty and staff of changes to student registration. The incumbent performs a wide variety of support activities of the Faculty including Director Graduate and Post Doc Studies, Program Director, General Practice Residency Program, and Program Director, Oral Medicine and Oral Pathology Hospital Residency.This position also provides shadow coverage for the other CUPE position(s).

Organizational Status
Reports to the Managers of Curriculum and Student Academic Services. The UBC Faculty of Dentistry is comprised of two academic departments, separated into 14 divisions.

Work Performed

Onboarding

• Works with Student Services to prepare and distribute orientation materials to incoming students and residents. This may involve planning information sessions, booking space, providing tours, and ordering catering.
• Coordinates and participates in local resident orientations and, including first-day reporting instructions, relevant policies, handouts, ID badges, parking arrangements and other logistics.
• Prepares timetable memos detailing course registration for returning and new students. Follows up with students to ensure they have registered in the correct coursework.
• Assists students in resolving course access and schedule difficulties.
• Advises on student registration and program management policy and procedures.
• Ensure student compliance with completion, submission of required documents and student registration completed with BCCOHP as required.

Curriculum

• Organizes timetables for the curriculum database.
• Compiles and inputs course and scheduling data in the curriculum database including instructor assignments and rotations. Produces custom reports as required.
• Works with course coordinators to transfer past content and post new content to Canvas course shells as directed by faculty.
• Consults with faculty to determine handouts, manuals, and associated course support and teaching materials are required,and ensures updates are incorporated and materials are available as needed.
• Assists with the update of graduate course syllabi. Assists faculty as required.
• Organizing graduate student seminar series, makes room bookings, sets up room, ensures AV requirements met and orders catering as necessary.
• Assists Curriculum Manager in coordinating program accreditation processes, including coordinating on-site visits and reviews, compiling data for reporting and providing documentation, surveys, and assessments as needed.
• Receives and coordinates HSP placement information from partners and students.
• Ensures residents have access to systems, privileges and facilities as required for their clinical activity.

Academic Progress

• Oversees the tracking of graduate student progress, processing dissertations, comprehensive exams, student presentations and seminar series.
• Ensuring that graduate students have completed all requirements for their graduate program and prepares student progress materials for Student Academic Services meetings.
• Collaborates with the Manager, Student Academic Services in preparation of Academic Progress meeting packages.
• In collaboration with the Manager, Student Academic services, draft letters to students regarding academic progress as required.
• Schedules end-of-term and year-end examinations ensuring students registered with the UBC Centre for Accessibility have accommodations in place.
• Provides Workday support to ensure student records are accurately updated based on academic progression outcomes.

Finance and Administration

• Coordinates and documents committee meetings as required (i.e. GPR, OMOP and Graduate Studies committees). This may involve recording, transcribing and distributing minutes and agendas, other duties as required. Arrange room bookings and catering as required and distributes agendas and assembles materials.
• Entering and manipulating data related to students in Workday, Scientia/WDC and Faculty of Dentistry databases.
• Responsible for accommodation reservations for residents on rotations as required.
• Assists with budget monitoring as required.
• Prepare faculty supervisory funding spreadsheet and ensure submission for payment.
• Understands and follows UBC, Faculty of Dentistry policies related to payments and reimbursements.
• Creates surveys in Qualtrics, collect survey results and conduct data analysis.
• Tracks key student metrics such as enrolment, retention, and completion rates. Creates reports to support program; follow-up with students and faculty to resolve outstanding concerns.
• Evaluates existing advising business processes and proposes streamlining and/or improvements.
• Documents actions, transactions and correspondence. Saves business records according to established departmental practices and procedures so that information can be located reliably and efficiently. Ensures integrity and accuracy of data.
• Responsible for maintaining University records so that information is retained according to university policy and retention schedules and accreditation requirements.
• Prepares suggested revisions to graduate program web pages.
• Maintains an up-to-date job procedures manual to document practices. Reviews on an annual basis.
• Perform other related duties as required.

Consequence of Error/Judgement

Resolution of errors is the responsibility of the incumbent in co-ordination with the supervisor. Makes decisions based on guidelines or precedents. Confidential material regarding graduate student academic and financial files, budgets and human resources must be treated with great tact and discretion. Poor judgment, errors in preparing documents, or inappropriate management of confidential information could have an adverse effect on the Faculty.

Supervision Received

Duties are performed independently under supervision from the Managers of Curriculum and Student Academic Services.

Supervision Given

May delegate work to student employees.

Minimum Qualifications

High School graduation and two-year post-secondary diploma. University degree is preferred plus 4 years related experience or the equivalent combination of education and experience. A thorough knowledge of University and Faculty policies and procedures. Experience working with graduate programs is required. 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

Ability to effectively multi-task, prioritize and work effectively under pressure to meet critical deadlines. Ability to maintain accuracy and have a high level of attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to work effectively independently and in a team environment. Proficiency with office software applications (MS Word, Excel, PowerPoint, Outlook) as well as Scientia and Workday. Knowledge of UBC administrative systems is preferred. Demonstrated superior and professional written and oral communication, interpersonal skills and organizational skills. Ability to communicate in a clear, attentive, and polite manner, developing relationships and exercising tact, diplomacy and discretion. Goal oriented, very organized and able to manage time and competing priorities effectively. High level of personal integrity. Effective problem solving, analytical and organizational skills. Uses initiative, interpretation, and/or ingenuity to develop, implement, and evaluate innovative procedures, practices, standards, specifications, services, or projects. Ability to work effectively in a dynamic, demanding and distributed educational environment. Excellent professional judgment. Strong interpersonal skills with effective verbal and written communication skills. Must have excellent problem-solving skills and the ability to be flexible to navigate in the changing landscape of education. Demonstrates planning abilities to meet deadlines and to follow up, ensuring deliverables are met.