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Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
OngoingAt 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 Coordinator, Professional Graduate Programs is responsible for developing, delivering, evaluating, and managing all aspects of the recruitment, application, evaluation, admission, and student-service cycle for the Faculty of Management’s professional graduate programs. Current programs include three versions of the Master of Management (MM): the full-time MM with a steady-state triannual intake of approximately 20 students, the Dual Degree MM with a steady-state annual intake of approximately 60 students, and the part-time MM with a teady-state intake of approximately 20 students.. The MM is administered within the Faculty with limited centralized support. Its blended online and face-to-face delivery model is innovative on the Okanagan campus; standards and procedures are continuously refined and optimized.
The role designs and implements strategic marketing and recruitment initiatives for domestic and international markets; provides proactive advising and case management to enable academic success and student well-being; establishes processes and systems to attract high-calibre applicants and to track student progression; administers awards and scholarships; and maintains accurate student records and registration. The position also coordinates academic schedules, student workshops, and program events.
In addition to managing existing offerings, the Coordinator, Professional Graduate Programs supports the development and launch of new professional graduate programming and related initiatives. The incumbent remains attentive to internal and external factors affecting program growth, quality, and reputation.
Organizational Status
Reports to the Associate Director, Programs & Curriculum in the Faculty of Management and works closely with Associate Deans. Collaborates with units on both campuses, including but not limited to: Enrolment Services, College of Graduate Studies (CoGS), Academic & Career Advising, Disability Resource Centre, Student Wellness, Financial Services, University Relations, the Provost’s Office, Development & Alumni Engagement, the International Student Initiative (ISI), Student Recruitment (as relevant for graduate pathways), and other UBC Okanagan Faculties as well as Vancouver-based partners.
The Coordinator, Professional Graduate Programs plays an integral role in shaping systems and practices for professional graduate programs, working effectively amid ambiguity while new processes are established and refined, and demonstrating initiative and leadership in continuous improvement.
Work Performed
Coordinates recruitment, admissions, and awards for professional graduate programs
Advises and provides expert guidance to prospective and current MM students on admissions, academic policies and requirements, student records and registration, fee assessment, program procedures, academic schedules, and progression/continuation requirements.
Communicates and documents difficult decisions to enrolled students (e.g., concessions, attendance, appeals, progression, or removal from program) with tact, sensitivity, and clarity.
Investigates and resolves complex student issues to support success, well-being, and retention of domestic and international students; triages to campus resources as appropriate.
Develops and executes annual recruitment and marketing plans optimizing the program website, producing marketing collateral, and implementing a social media/content strategy aligned with Faculty brand and messaging, in conjunction with appropriate staff and faculty.
Plans and delivers multi-channel recruitment activities (virtual and in-person); represents the Faculty at events on and off campus; cultivates market intelligence to refine targeting and messaging.
Builds and maintains external relationships with individuals, employers, professional associations, agencies, and alumni to expand referral networks and prospective student pipelines.
Showcases student and alumni achievements through web and digital channels to strengthen reputation and yield.
Conducts one-to-one advising for prospective students, communicating program features, outcomes, and fit.
Proactively develops subject-matter familiarity in areas important to prospects (e.g., housing, funding/aid, wellness, accessibility, international resources, transit/benefits) to provide informed guidance.
Establishes and manages program-specific inquiry channels and admissions databases/CRMs (including systems outside of standard UBC platforms where required) to track prospects and applications; maintains accurate, current records for each intake cycle and updates related procedures and policies (liaising with IT/programmers as needed).
Assesses domestic and international applications (including holistic file reviews); briefs Dean or Dean’s designate, including Associate Dean, Professional Graduate Programs on policy, precedent, and complex cases.
Issues formal admission decisions (offers and refusals) professionally and promptly.
Establishes and oversees processes for acceptance deposits and coordinates with the Finance team and SRFS.
Coordinates and administers awards and scholarships, including eligibility review and adjudication logistics, in conjunction with the Awards department.
Improves program administration and coordinates delivery
Recommends strategies, practices, and policies that enhance efficiency, quality, and student experience in a multi-campus context; leads implementation of approved improvements.
Maintains learning-management and related academic technology needs within UBC systems; serves as liaison to central units to address gaps or unique delivery requirements of programming.
Acts as a key liaison with external organizations and post-secondary partners (domestic and international) regarding program delivery, pathways, and collaboration.
Manages student records and registration to monitor progression and completion, maintaining reliable tracking systems for all MM delivery models.
Provides advice and support to students experiencing academic and/or personal difficulties; coordinates action plans with Associate Director, Programs and Curriculum and Associate Dean, Professional Graduate Programs.
Builds cohort engagement and community; fosters positive student relations that translate into strong alumni connections.
Manages shared inboxes and service channels to ensure timely, accurate responses to program inquiries.
Schedules, coordinates, and delivers mandatory and optional student workshops, orientations, and academic and non-academic program events.
Partners with Enrolment Services and scheduling teams to construct effective academic timetables that accommodate interwoven MM cohorts and innovative delivery, working within system constraints while identifying solutions.
Oversees admissions, registrations, and enrolments aligned to individual student pathways and program requirements.
Additional related duties
Recruits, trains, and supervises student staff/volunteers supporting program operations and events.
Performs other duties as required to support the day-to-day operation and continuous improvement of the Faculty’s professional graduate programs portfolio.
Consequence of Error/Judgement
This position has a direct impact on program quality, compliance, enrollment outcomes, and student experience. Decisions require thorough knowledge of University and Faculty policies and procedures and the exercise of sound judgment, discretion, and diplomacy. Errors may adversely affect student progression, lead to formal appeals, impact enrollment and revenue targets, and harm the reputation of programs, the Faculty, and the University. The position is responsible for the access, collection, use, and disclosure of personal information in accordance with the BC Freedom of Information and Protection of Privacy Act (RSBC 1996) and applicable UBC privacy and security policies.
Supervision Received
Works independently under the general direction of the Assocaite Director, Programs and Curriculum. Expected to take initiative, problem-solve, set priorities, and carry assignments to completion with minimal supervision.
Supervision Given
May orient, train, provide direction to, and supervise student employees and volunteers.
Minimum Qualifications
Undergraduate degree in a relevant discipline.
Minimum of one to two years experience or the 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
Ability to work in a hybrid modality (on campus and remotely) based on operational needs.
Exceptional attention to detail; proven ability to manage complex, multi-faceted tasks accurately and efficiently.
Strong written and verbal communication skills with sensitivity to diverse audiences and contexts.
Proven presentation skills adaptable to varied settings (small/large groups; diverse backgrounds).
Proactive, conscientious professional with excellent judgment and interpersonal skills; able to exercise tact and discretion with students, faculty, staff, and external partners.
Demonstrated organizational, time-management, and prioritization skills; comfortable working under pressure to meet deadlines.
Genuine interest in graduate student development and success; cultural competence in a multicultural environment.
Advanced proficiency with Word and Excel; strong aptitude for learning and optimizing new technologies, CRMs, and admissions platforms (including systems outside standard UBC tools as required).
Willingness and ability to travel within Canada and internationally for recruitment and partnership development.