MEL & MHLP Program Coordinator (BB-286E8)
Found in: Talent CA
Description:Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Student Management, Level AJob TitleMEL & MHLP Program CoordinatorDepartmentMEL and MHLP | Dean's Office | Faculty of Applied ScienceCompensation Range$4,596.75 - $6,621.58 CAD MonthlyPosting End DateApril 9, 2021Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJOB SUMMARYUBC Professional Leadership Master’s Degrees in the Faculty of Applied Science are a one-year intensive master's degree for professionals combining technical and leadership skills. The MHLP & MEL Program Coordinator is integral to the daily management, communication and coordination of the Master of Health Leadership and Policy (MHLP) and Master in Engineering Leadership (MEL) technical specialties. The professional leadership master’s degree cohort has approximately 120 students, with the MHLP & MEL Program Coordinator being responsible for 5 programs/technical specialties and approximately 75 students.The MHLP & MEL Program Coordinator is the internal and external point person for the specializations they represent and therefore are required to represent the MHLP & MEL programs with a high degree of professionalism and tact. They will exercise judgement in all aspects of their work to ensure what is best for the MHLP & MEL brand, the MHLP & MEL specialization, students, and within UBC regulations.This position works flexible hours when program related events occur during evenings and on weekends. On an annual basis, there will be workshops, industry, student, alumni and recruitment events to organize and attend, which involve local and/or national travel, with the possibility of international travel in some instances.ORGANIZATIONAL STATUSReports to the MHLP & MEL Associate Director. The MHLP & MEL Program Coordinator will also work with MHLP & MEL administrative team, Program Directors, APSC Marketing and Communications Team, MHLP & MEL Marketing and Recruitment Team, department faculty and staff. The MHLP & MEL Program Coordinator will be based in the MHLP & MEL programs office and work closely with departments within APSC.WORK PERFORMEDStudent Programming- Manages the application and admission process for the MHLP and MEL programs in consultation with the Director(s) and central administration.- Reviews and evaluates applications; assesses applications to ensure UBC requirements are met; contact applicants to arrange interviews; informs applicants of the outcome of their application and provides feedback if required.- Provide support and advice to prospective and current students informing them of options and availability for financial support, and the complexities of various program requirements and initiatives.- Supports students with onboarding, general support and respond to queries that require knowledge, interpretation, and clarification of program policies and procedures, as well as wider UBC and/or APSC policies and procedures.- Designs and implements onboarding and orientation activities for incoming students to enhance student experience.- Develop program assessment and evaluation tools and surveys. Analyze collected data to recommend and implement change in technical courses and experiences, and prepare any required documentation to be sent to Senate for academic changes.- Responsible for organizing and running of professional development, graduation, and cohort events and activities for students; collaborating with industry partners to arrange guest speakers, industry consultation board and networking opportunities.- Maintains relationships with industry leaders, collaborating with professionals to support capstone projects, external project work, future employment opportunities for alumni and continual professional support and awareness for UBC and the MHLP and MEL programs.- May be required to coordinate field trips or placements with local and/or national employers/service providers.- Build relationships with the host departments and work collaboratively together to ensure student and program administration and experiences are aligned.- Coordinates and processes the appointment of course instructors and teaching assistants, when required.- Supports and advises students in course registration: ensuring students are registered for classes, reviewing class suitability for program completion and career goals, ensuring permission for elective choices are granted by the Directors and official confirmation is given for electives.- Monitors the progress of the students by using SISC and paper files to monitor academic grades and analyzes timelines for program milestones.- Assess student records to confirm that students have completed the requirements of the degree program in order to graduate.- Required to have a higher level access to the Student Information Service Centre (SISC) than other UBC administration teams and is therefore required to work vigilantly within the requirements set by APSC and the Faculty of Graduate Studies.- Ensures the central administration team is aware of all issues, updates and concerns regarding the students, to ensure continuity in supporting the student.- Develops and maintains relationships with current students and alumni. Identify MHLP & MEL ambassadors to connect with industry, prospective students or support marketing activities.Promotional Duties- Identify and coordinate marketing, recruitment, and conference opportunities working closely with the MHLP & MEL recruiter.- Responsible for facilitating and coordinating the specialization presence at all conferences or industry events; organizing and attending the MHLP & MEL booth when required. Work with their cohort of students to identify and select ideal students to attend events to represent the MHLP & MEL program.- Reviews and edits the Professional Leadership Master’s Degrees website pages, articles and communications on a regular basis to ensure information is correct and up to date.- Researches technical content for online media on a weekly basis and actively uses Facebook and LinkedIn to increase brand awareness and promote the University, Faculty and Professional Leadership Master’s Degrees.Finance- Supports the specialization’s home department and/or APSC finance in preparing the yearly budget, and in auditing and reconciling departmental accounts (when required).- Manages individual specialization budgets, processes payments, invoices and reimbursements in a timely manner.- Follows finance processing and protocols, preparing documentation, processing reimbursements, tracking expenditures and budges on a monthly basis. General Administration- Works closely with the Director(s), central MHLP & MEL administration, and marketing & recruitment team to improve work and communication flows.- Assimilates knowledge about all specializations, including those outside the assigned portfolio and be able to speak about all specializations.- Provide professional and stellar customer service, building and maintaining with all stakeholders involved with the program.- Liaises and collaborates with industry partners; schedule guest speakers, industry consultations, networking opportunities for students.- Works closely with the Program Directors to ensure they are up to date with MEL & MHLP information, provide administrative and student advising support.The MHLP & MEL Program Coordinator also performs other duties as required on an ad hoc basis.CONSEQUENCE OF ERRORThe MHLP & MEL Program Coordinator is expected to exercise initiative and judgment in establishing priorities and carrying tasks through to completion. Miscommunication and misunderstanding departmental and centralized processes may have a negative effect on operations and directly impact the student experience and program reputation.The MHLP & MEL Program Coordinator will have high access to SISC. Consequences of abusing access level and/or violating the departmental SISC processes is very high.The MHLP & MEL Program Coordinator sets the professional tone for students at recruitment events and throughout the academic year. Professional Leadership Master’s students represent an elite client group whose satisfaction can impact the financial viability of the programs.Consequence of error is high and poor judgment would compromise the integrity of the Professional Leadership Master’s Degrees as well as jeopardize the reputation of the Faculty of Applied Science and UBC.SUPERVISION RECEIVEDWorks independently under the general direction of the Associate Director, and is accountable to the Directors of the assigned MHLP & MEL specialization.SUPERVISION GIVENMay manage students or support staff.QUALIFICATIONSUndergraduate degree in a relevant discipline. Minimum of one to two years of related experience or the equivalent combination of education and experience. The Program Coordinator will be responsible for the MHLP programs and therefore a background in health is desirable. Demonstrated ability to effectively multi-task, prioritize and work effectively under pressure to meet deadlines, independently and in a team environment. It is imperative that the candidate has the ability to communicate both orally and written in a clear, attentive, and polite manner; the ability to develop relationships and exercise tact, diplomacy and discretion; and the ability to deal effectively with a diversity of people. Cross-cultural experience is an asset.Ability to maintain accuracy and have a high level of attention to detail. Proficiency with office software applications (MS Word, Excel, PowerPoint, Outlook) as well as databases. Knowledge of UBC administrative systems is preferred. Ability to work flexibly on weeknights or weekends may be required.
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