Academic and Student Programs Coordinator

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.

The School of Engineering at UBC Okanagan is a dynamic and growing academic unit within UBC's Faculty of Applied Science. 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 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 various 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.

Teaching Assistant Program Administration

• Coordinates and administers the School's Teaching Assistant Program, supporting approximately 375 Teaching Assistant positions annually.
• Oversees recruitment and appointment administration processes for Teaching Assistants and other assigned student employment programs.
• Coordinates position postings, applicant tracking, appointment administration, employment documentation, payroll submissions, contract management, and employment record maintenance.
• Provides advice and guidance to students, faculty, and staff regarding student employment appointments, eligibility requirements, payroll administration, and employment processes.
• Identifies and resolves issues affecting student employment administration.

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 and facilitating communication.
• Ensures academic integrity processes are administered consistently and in accordance with University regulations.
• Coordinates academic standing reviews, academic evaluations, readmission processes, and student appeals.

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.

Program Coordination and Policy Interpretation

• Serves as a primary point of contact for students, faculty, staff, and academic leaders regarding various administrative processes.
• Interprets and applies collective agreements, academic regulations, School policies, University procedures, and administrative requirements.

Systems Administration, Analysis, and Continuous Improvement

• Maintains records, databases, reporting tools, and tracking systems supporting student employment and academic administration.
• Performs data management, reporting, and audit activities to support operational effectiveness.

Minimum Qualifications

• Completion of a four-year post-secondary education and over two (2) years of experience in academic administration or a related field.
• Demonstrated ability to exercise independent judgment, resolve issues, manage competing priorities, and administer sensitive matters with professionalism.
• Experience working with enterprise systems, databases, reporting tools, and records management practices.
• Excellent organizational, analytical, communication, interpersonal, and problem-solving skills.