Program Coordinator, Vancouver Summer Program

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level A

Job Title

Program Coordinator, Vancouver Summer Program

Department

Vancouver Summer Program | Senior Leadership | Extended Learning

Compensation Range

$5,365.42 - $7,709.92 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

April 6, 2025

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

Job End Date

Jan 2, 2026

This is a leave replacement position with an end date of January 2nd, 2026.

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

The Vancouver Summer Program (VSP) is a systems-wide program, providing learning opportunities for international undergraduate university students. Students have the opportunity to study in a residential program that includes two UBC courses, accommodation, medical insurance, group airport transfers, and a number of socio-cultural activities. The VSP works with UBC faculties, departments and regional offices, and creates partnerships with post-secondary organizations to provide these opportunities for students. The VSP team is responsible for oversight of all facets of the non-credit program, and manages registration, admissions, payments, and database and program systems for 3000 participants. In addition, the team is responsible for the logistics and planning of events such as airport pickups, residence check in, orientation, welcome events, and other programming that takes place during the program.

The Program Coordinator, Vancouver Summer Program provides leadership in the management and implementation of the VSP program. The role is responsible for coordinating elements of the program which may include the delivery of front-line client services including student communication and enquiries, marketing and promotions, on-campus partnership and event management. This position may also be responsible for recruiting and managing a team of up to thirty resident mentors during the program, and supervising student and CUPE 2950 staff year-round. The incumbent requires an in-depth knowledge of orientation, on-campus opportunities and services, medical insurance, immigration, and experience in event and program coordination.

Organizational Status

The Program Coordinator, VSP reports to the Director, and is a member of the Vancouver Summer Program unit under the Office of the Vice-Provost International. The incumbent interacts closely with UBC faculty, students from partner universities, departmental staff, UBC students, Student Health Services as well as student mobility and academic staff at partner universities.

Work Performed

Program and Event Management
- Plans and manages events including welcome and orientation events, information sessions, information fairs, sports days, etc.
- Manages special programming including providing recommendations on program development and innovation, developing and implementing marketing and communications strategies for the programs, and advising students throughout the application process.
- Advises students on suitability of program options in consideration of their academic program focus and learning goals.
- Supports students prior, during and post experience with learning goals, safety, wellness, citizenship and culture.
- Provides information, makes referrals, and encourages students to act where appropriate.
- Reviews, re-designs, and documents processes using input from colleagues, students and other student service units as appropriate; implements changes in order to improve service and system use.
- Participates in ongoing development of University and Vancouver Summer Program student information systems and services.
- Provides programmatic support to faculties.
- Implements the communications strategy, promotes the programs, and facilitates sessions for students, ensuring communication of application procedures and deadlines, and responding to student enquiries.
- Coordinates partner visits and stays for representatives from VSP partner universities, in consultation with staff in the Office of the Vice-Provost International. This includes events, programs, and meetings for chaperones accompanying students, delegation visits, etc.
- Represents the University at official events including partner and delegation visits.

Program Operations
- Develops, manages and monitors the administrative and operational activities for the VSP, including the development of policies, procedures and systems to optimize efficiency and quality in registering, onboarding, and providing on-campus support to over 3000 students annually.
- Prepares long range plans for implementation of programmatic and administrative activities.
- Liaises with Building Operations, Project Services, Conferences & Accommodations, Bookstore, Supply Management, Finance, IT and external providers/vendors to manage logistics and access for non-degree seeking students on campus.
- Manages the effective delivery of front-line services and program support for the VSP, which includes developing, implementing, reviewing and evaluating the services provided by staff in order to ensure successful service delivery.
- Reviews and manages the annual cycles for the VSP to prioritize and provide appropriate program support including identifying synergies and overlaps, seeking additional resources as needed.
- Responsible for monitoring, evaluating and providing feedback on the effectiveness of services provided by staff in order to ensure successful service delivery.
- Collects and analyzes data to evaluate service efficiency and recommends process re-design in order to impact the strategies for improving the quality of students experience at UBC.
- Informs, drives and coordinates program changes and processes with a view to improve the quality of students experience.
- Represents the VSP on university committees and at events.

Human Resource and Financial Management
- Coordinates human resources for the program and administrative support team and student workers to ensure the efficient and effective operation of the VSP.
- Provides direction and training to a team of up to four CUPE 2950 staff. This includes but is not limited to: hiring, training, orientation, delivering professional development activities; staff recognition; prioritizing work based on long term and day to day operational requirements, and recruitment.
- Hires, trains, and supervises up to 40 UBC students working as Residence Mentors during the program.
- Monitors quality and quantity of work performed and provides regular feedback to CUPE 2950 staff and student workers in collaboration with other AAPS staff.
- Participates in the recruitment, hiring and training of other staff.
- Negotiates with external contractors and UBC departments.

-Performs other related duties.

Consequence of Error/Judgement

Decision-making is based on a thorough knowledge of the policies and procedures of the University and VSP. Services provided directly impact students impressions of UBC. Consequence of error is high and poor judgment and/or lack of cross-cultural sensitivity would compromise the integrity of the unit as well as jeopardize the reputation of VSP and UBC. The services span a very wide content area and accuracy, effectiveness and efficiency are required to maintain the University s reputation.

Supervision Received

Reports to the Director, VSP. The incumbent works in collaboration with other VSP staff, as well as with staff in faculties and departments, students, external partners and organizations. Works independently without direct supervision.

Supervision Given

Manages up to four CUPE 2950 staff and up to five student staff including hiring, training and evaluating performance. The position is also responsible for hiring, training and supervising up to 30 UBC students working as Residence Mentors during the program. The position maintains ongoing awareness of University policies and practices; interprets policies and procedures related to the responsibilities of the position - including FIPPA, harassment and discrimination, hiring, financial administration, and use of university systems and technology, including the databases.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of one to two years of related experience, 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 one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Very good understanding of student services on campus and experience working in a direct student service role an asset. Experience supervising staff and/or student staff. Demonstrated experience communicating with a broad range of stakeholders. Ability to effectively use information technology, databases, and registration systems with a high degree of accuracy and attention to detail. Excellent communication skills (listening, written and verbal), as well as organization and time management skills. Interpersonal skills and cross cultural sensitivity. Ability to use these skills and sensitivity in working with students, staff, faculty and international partners. Professional attitude, demonstration of integrity, confidentiality and excellent work ethic. Ability to manage a wide range of responsibilities and prioritize tasks within these areas. Ability to work as part of a team on projects as a member who will take initiative and support others in their initiatives. Evening and weekend work may be required.