Program Coordinator

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

Job 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 Description Summary
UBC Sauder School of Business is one of the world's leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

UBC Sauder Professional Growth is a globally renowned professional development provider and corporate educator. Ranked by the Financial Times among one of the top professional education units globally, the unit offers over 150 open enrollment programs annually and provides custom corporate programs to a global clientele.  UBC Sauder Professional Growth operates out of its downtown Vancouver campus at Robson Square, offering both in-person and virtual programming to its clients.

The Program Coordinator at UBC Sauder Professional Growth is responsible for all aspects of planning, arranging and administering programs for both domestic and international business clients, in-house programs and special events.

The Program Coordinator responds to client inquiries and requests before, during and after the programs; monitors the day-to-day operations of Professional Growth programs at Robson Square providing input for changes to administrative processes and facilities procedures; manages production behind the scenes during online programs.

Organizational Status
Reports to the Account Manager. Works collaboratively within a cross-functional team environment.
Work Performed
- Coordinates arrangements for all public and customized Professional Growth programming at UBC, covering different formats between online and in-person programs, by liaising with instructors (faculty and consultants) and participants. This includes confirming virtual learning hub set-up, physical facilities, travel arrangements, materials, meals and services.

- Supports the production of the online programs in a virtual environment by managing behind-the-scenes coordination and using tools on Zoom e.g., breakout rooms, polls, sharing file, etc.

- Manages the Virtual Learning Space by updating program information, uploading program materials, and overseeing participant engagement.

- Communicates program-related information to participants in a timely manner, including follow-up emails to address any questions or concerns.

- Plans and coordinates program materials and ensures readiness for upcoming programs. During the programs, ensures that the needs of the instructors are met, e.g., a/v requests, extra supplies, photocopying, etc.
- Prepares and ensures consistency in the overall quality and design of all program related materials including word processing, formatting, etc., as required.

- Updates program materials ensuring accurate changes or amendments, documenting resource information for copyright.
- Acts as primary contact for instructors and participants during programs or events and is available prior to class and during breaks. Ensures that needs of the instructors and participants are met through timely and tactful intervention when problems of a programmatic and/or personal nature arise.

- Responds to or re-directs client inquiries or requests regarding program content, instructor or other matters before, during or after program.
- Reconciles expenses and processes invoices after program completion. Updates spreadsheet to reflect projected expenses versus actual expenses.
- Tracks program attendance and reviews results from program evaluation forms from participants and takes immediate action on negative comments relating to program logistics.
- Monitors hired contractors ensuring that the agreed services are provided for the programs and events.

- Responsible for catering orders for in-person programs. This includes reviewing the menus, accommodating participants' dietary restrictions and advising on appropriate caterers, ordering, confirming numbers of attendees, verifying charges related to catering functions, etc.

- Selects hotels ensuring special pricing for Professional Growth while maintaining or enhancing customer satisfaction. Handles travel arrangements for leaders either coming or going out-of-town.
- Liaises with campus suppliers (e.g., Food Services, Financial Services, etc.) and non-campus suppliers (Robson Square, Catering companies, Impark, etc.) with respect to work required for programs.
- Coordinates and attends opening and closing function and special programs/events. This many involve arranging venues, charters, special mailing, caterers, transportation, etc.
- Monitors printing contractor ensuring that the product adheres to prepared specifications, quality control, quantity, timely pick-up and delivery, checking the invoices, requesting credits where necessary and continually trying find ways to cut costs. Follows up any financial discrepancies and requests credits when needed.
- Ensures that UBC policies such as those concerning alcohol are adhered to.
- Provides backup coverage for other Program Coordinators and Program Manager when needed.
Consequence of Error/Judgement
Work functions are based upon a thorough knowledge of departmental and University guidelines, procedures, policies, and department mandate. The Program Coordinator makes decisions and recommendations and exercises judgement. Incomplete information or mishandling of client inquiries, concerns or problems can cause a negative impact on the Professional Growth's, UBC Sauder's and UBC's reputation for excellent service.
Supervision Received
Receives general day-to-day supervision from the Account Manager. Work is of an autonomous nature.
Supervision Given
May coordinate, train and supervise work assignments of student assistants and/or temporary staff.
Minimum Qualifications

High School graduation, plus two years post-secondary diploma, plus four years of related 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

• Computer experience required, intermediate knowledge of Word, Excel, Outlook and PowerPoint.

• Excellent oral and written communication, interpersonal, customer service and organizational skills.

• Ability to prioritize work, multi-task and meet deadlines.

• Ability to maintain accuracy and attention to detail.

• Ability to exercise tact and discretion.

• Ability to work flexible hours.

• Ability to work both independently and within a team environment.