Academic and Student Programs Coordinator

University of British Columbia · Kelowna · CA$5,519–CA$6,326/month (stated in the posting)

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Note: Applications will be accepted until 11:59 PM on the Posting 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 Summary

The Academic & Student Programs Coordinator is responsible for coordinating and administering the School of Engineering's Teaching Assistant Program, Academic Integrity Program, academic standing review processes, student appeals, and undergraduate awards programs.

The position serves as the School's primary administrative resource for Teaching Assistant administration and academic integrity matters, providing expertise and guidance to students, faculty, academic leaders, and staff regarding collective agreement provisions, student employment processes, academic regulations, procedural requirements, and School and University policies.

Working independently within established frameworks, the position coordinates multiple complex and interrelated programs that directly affect student employment, student progression, academic conduct, and student recognition. The role exercises considerable judgment in interpreting requirements, resolving issues, supporting decision-making processes, and ensuring the accurate, consistent, and compliant administration of assigned programs.

Organizational Status

The School of Engineering at UBC Okanagan is a dynamic and growing academic unit within UBC's Faculty of Applied Science, one of the University's largest and most interdisciplinary faculties. As the only School of Engineering within the Faculty located on the Okanagan campus, the School operates within a unique bi-campus structure, working closely with academic and administrative partners at both UBC Okanagan and UBC Vancouver. The School supports undergraduate and graduate education, research excellence, student success, and industry engagement.

The Academic & Student Programs Coordinator reports to the Manager, Administration and works closely with faculty members, academic leaders, students, and administrative colleagues across the School. The position maintains regular working relationships with Academic and Career Advising, Admissions, Enrolment Services, Payroll, Human Resources, the Academic Integrity Office, and other University departments and committees involved in student employment and academic administration.

As the coordinator and steward of the School's Teaching Assistant Program and Academic Integrity Program, the position serves as a key resource and point of contact regarding student employment administration, academic integrity procedures, academic standing processes, student appeals, and undergraduate awards administration. The role works collaboratively with stakeholders across multiple administrative and academic units to support consistent, effective, and compliant program delivery, often coordinating activities and resolving issues that involve multiple parties, policies, systems, and decision-makers.

The position operates within a complex environment requiring interpretation and application of collective agreement provisions, academic regulations, University policies, and administrative procedures. This position plays a critical role in supporting processes that directly affect student employment, academic progression, academic conduct, and student recognition across the School.

Work Performed

Teaching Assistant Program Administration

• Coordinates and administers the School's Teaching Assistant Program, supporting approximately 375 Teaching Assistant positions annually in accordance with applicable collective agreements, University policies, and School procedures.
• Oversees recruitment and appointment administration processes for Teaching Assistants, Undergraduate Teaching Assistants, Undergraduate Academic Assistants, and other assigned student employment programs.
• Coordinates position postings, applicant tracking, appointment administration, employment documentation, payroll submissions, contract management, and employment record maintenance.
• Reviews and processes appointment changes, payroll adjustments, salary calculations, additional hours, and contract revisions.
• Interprets and applies collective agreement provisions, employment requirements, and administrative procedures related to student employment programs.
• Provides advice and guidance to students, faculty, and staff regarding student employment appointments, eligibility requirements, payroll administration, and employment processes.
• Coordinates operational activities supporting examination administration, including invigilation staffing and related employment requirements.
• Identifies and resolves issues affecting student employment administration and works collaboratively with Payroll, Human Resources, faculty, and administrative partners to facilitate timely and compliant resolutions.

Academic Integrity and Academic Administration

• Coordinates and administers the School's Academic Integrity Program and serves as the primary administrative resource for academic misconduct matters.
• Supports the Academic Misconduct Review Committee by coordinating case administration, preparing supporting documentation, maintaining records, monitoring outcomes, and facilitating communication with students, faculty, and committee members.
• Ensures academic integrity processes are administered consistently and in accordance with University regulations, procedural requirements, and established practices.
• Coordinates academic standing reviews, academic evaluations, readmission processes, and student appeals, including review of submissions, preparation of supporting materials, committee administration, and outcome communications.
• Maintains academic records and performs audits to ensure accuracy, compliance, and data integrity.
• Identifies procedural issues, trends, and opportunities to strengthen administrative effectiveness and student support processes.

Student Awards and Recognition Programs

• Coordinates undergraduate awards and recognition programs, including School-based awards, scholarships, and research awards.
• Coordinates application, adjudication, approval, and communication processes in accordance with established criteria and procedures.
• Reviews submissions for completeness and eligibility and prepares documentation to support committee review and decision-making.
• Provides guidance to students and faculty regarding award opportunities, eligibility requirements, and application procedures.

Program Coordination and Policy Interpretation

• Serves as a primary point of contact for students, faculty, staff, and academic leaders regarding Teaching Assistant administration, academic integrity processes, academic standing reviews, appeals, awards administration, and related policies and procedures.
• Interprets and applies collective agreements, academic regulations, School policies, University procedures, and administrative requirements related to assigned programs.
• Serves as an escalation point for complex issues requiring interpretation of policy, procedural requirements, collective agreement provisions, or academic regulations.
• Provides guidance and recommendations regarding program administration, process requirements, and procedural matters.
• Collaborates with Academic and Career Advising, Admissions, Enrolment Services, Payroll, Human Resources, faculty members, and University partners to resolve issues and support effective program delivery.
• Supports students experiencing academic or employment-related challenges by providing information, guidance, and referral to appropriate University resources.

Systems Administration, Analysis, and Continuous Improvement

• Maintains records, databases, reporting tools, and tracking systems supporting student employment, academic administration, and student awards programs.
• Performs Workday administration, data management, reporting, and audit activities to support operational effectiveness, compliance, and data integrity.
• Compiles, analyzes, and reports on program and operational data to support planning, decision-making, and continuous improvement initiatives.
• Develops and maintains procedures, templates, guides, and administrative resources to support consistency, efficiency, and service quality.
• Participates in projects, committees, and process improvement initiatives affecting student employment and academic administration activities.

Consequence of Error / Judgment

Exercises considerable independent judgment in interpreting and applying collective agreements, academic regulations, School policies, and University procedures. The position coordinates several highly visible and interrelated programs, including the School's Teaching Assistant Program, Academic Integrity Program, academic standing review processes, student appeals, and awards administration.

Errors in judgment, policy interpretation, employment administration, payroll processing, academic record management, academic integrity administration, appeals processes, or awards administration may result in payroll inaccuracies, procedural challenges, delays in student progression, inaccurate records, student complaints, grievances, non-compliance with collective agreement or University requirements, and reputational risk to the School and University.

The position regularly handles sensitive and confidential student and employment information and must exercise a high degree of professionalism, discretion, tact, and sound judgment when supporting students, faculty, staff, and academic committees.

Supervision Received

Reports to the Manager, Administration. Works independently under general direction with considerable latitude to organize work, establish priorities, coordinate assigned programs, and determine appropriate courses of action within established policies, regulations, collective agreement provisions, and administrative frameworks. Exercises independent judgment in administering the School's Teaching Assistant Program, Academic Integrity Program, academic standing review processes, student appeals, and awards programs. Consults with academic leaders, committees, and University partners on matters requiring interpretation, procedural guidance, or escalation.

Supervision Given

Provides onboarding support, procedural instruction, and training to Teaching Assistants, faculty members, and administrative staff regarding Teaching Assistant administration, academic integrity procedures, academic standing processes, appeals, awards administration, and related School and University requirements.

While the position does not have formal supervisory authority, it provides functional guidance and support through program coordination and subject matter knowledge

While the position does not have formal supervisory authority, it exercises influence through program coordination, subject matter expertise, and the provision of guidance and support to faculty, staff, students, and administrative partners.

Minimum Qualifications

• Completion of a four-year post-secondary education and over two (2) years of experience in academic administration, student services, student employment administration, program administration, or a related field 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 awareness, knowledge, and skills related to equity, diversity, inclusion, and Indigenous engagement.
• Experience coordinating complex programs or processes requiring the interpretation and application of policies, procedures, regulations, collective agreement provisions, or administrative requirements.
• Demonstrated ability to exercise independent judgment, resolve issues, manage competing priorities, and administer sensitive and confidential matters with professionalism and discretion.
• Experience working with enterprise systems, databases, reporting tools, and records management practices.
• Excellent organizational, analytical, communication, interpersonal, and problem-solving skills.
• Experience working within a post-secondary education environment.
• Experience coordinating student employment programs, including Teaching Assistant, Undergraduate Teaching Assistant, Academic Assistant, or similar appointment processes.
• Experience interpreting and applying collective agreement provisions, academic regulations, policies, procedures, or administrative requirements.
• Experience supporting academic integrity processes, academic standing reviews, student appeals, student conduct matters, committee administration, or related academic governance activities.
• Knowledge of UBC academic regulations, governance structures, student systems, policies, and procedures.
• Experience with Workday, Canvas, Qualtrics, and other enterprise administrative systems.
• Experience developing, documenting, or improving administrative procedures, processes, and operational resources.
• Demonstrated ability to build and maintain effective working relationships with students, faculty, staff, academic leaders, and administrative partners.
• Demonstrated ability to communicate effectively, professionally, and compassionately with individuals experiencing academic, employment-related, or personal challenges.
• Strong analytical skills, including the ability to identify issues, assess risks, interpret information, and recommend practical solutions.

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