Program Specialist, Extracurricular and Extended Learning

Job title: Program Specialist, Extracurricular and Extended Learning

Job description: Staff – Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried – Sr Program Asst-Gen (Gr8)

Job Title Program Specialist, Extracurricular and Extended Learning

Department Administrative Leadership | Institute for the Ocean and Fisheries | Faculty of Science

Compensation Range $4,137.00 – $4,456.00 CAD Monthly

Posting End Date October 17, 2022

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

Job End Date Aug 31, 2023

This is a part-time (50%) position with benefits and possibility of extension.

JOB SUMMARY

The Institute for the Oceans and Fisheries contributes to a transformative global shift toward sustainable coastal ecosystems, oceans and fisheries. It brings together a community of Canadian and international experts in ocean and freshwater species, systems, economics, and issues—and provides new insights into how our marine systems function, and the impacts of human activity on those systems. With integrated research and education programs that span the natural and social sciences; including aquatic ecology, economics, zoology, anthropology, sociology, oceanography, marine geochemistry, microbiology, resource management and international maritime law, we are leading the way to healthy and sustainable marine and freshwater systems through excellent research, inspirational education, and innovative societal engagement

The Program Specialist, Extracurricular and Extended Learning will contribute to the planning and execution of programmatic, administrative, and business development (recruiting) aspects of new or adapted non-degree learning programs run by the Institute for the Oceans and Fisheries. Incumbent will work with stakeholders within the department and across UBC to bring new learning initiatives to life. Work will be split (unequally) between support of: 1) non-degree-granting extended learning programming for working professionals and 2) extracurricular summer programs for undergraduate students.

ORGANIZATIONAL STATUS

The Program Specialist, Extracurricular and Extended Learning is a member of the IOF’s core staff team, and reports to the Manager, Finance & Facilities.

Works with IOF staff, faculty and students as well as other UBC partners, and colleagues in operations and administration as required and may also be required to liaise with partners external to UBC, such as non-profit community organizations, schools and businesses as relevant to the position.

WORK PERFORMED

Extended Learning Programming:

Acts as key point of contact for program development team members; organizes meetings; tracks documents; and connects team members with required on-campus resources.

Acts as key point of contact for prospective and enrolled program participants; fields program-related inquiries; assists program participants with administrative and logistical requests.

Coordinate elements of non-degree programming, such as: a) recruitment and registration of student, staff and alumni b) logistics for orientation and training of project leaders and student participants; c) co-facilitation of orientation and training sessions as required.

Seek and facilitate the access to financial and human resources support to team, as needed

Integrates learning resources into appropriate formatting for online or other teaching platforms

Builds and sets up online courses using online learning management systems such as Blackboard Connect, in consultation with the Program Managers.

Sets up student access and supports students with login and online course navigation issues.

Tests and updates online courses before they go live and resolves technical glitches with the support of related UBC IT departments.

Proofreads and edits course content, as requested, in the learning management system.

Develops marketing materials for non-degree-granting learning programs

Assist with planning and implementing of program evaluation – including communicating with participants; running database queries; collecting and collating evaluation responses; and preparing and disseminating surveys and summary documents

Work with stakeholders on and off campus to consult them for the development of the program, to identify of potential markets for new products, and to conduct recruitment activities for participants.

Vancouver Summer Program:

Oversees the planning and execution of the Vancouver Summer Program, such as student outings, meetings, recruitment and budgeting.

Fiscally responsible for annual budget for the program; coordinates all expenses in collaboration with Student Ambassadors (Work Learn students).

Participates in hiring of all VSP faculty and student employees, training and supervising the work of the Student Ambassadors (Work Learn students).

Arranges all pick up/drop off schedules, social programming and other activity timelines to ensure appropriate coverage for events.

Works collaboratively with VSP central office, instructors, and Student Ambassadors (Work Learn students) to ensure successful execution of all events.

Attendance at some events required (includes evenings and weekends).

Carrying out other related duties as necessary.

CONSEQUENCE OF ERROR (DECISION MAKING | LEVEL OF JUDGEMENT)

Must exercise tact and diplomacy in interacting with students, staff, alumni and faculty from UBC, staff at community organizations, and individual community members. The Institute for the Oceans and Fisheries has a high profile in the community and engages program participants in a variety of situations. All program staff must be aware of the need to minimize risk to participants and maximize the perceived and actual sensitivity of the program and the university to community issues. As the department is handling confidential information, staff must understand and respect the principles of confidentiality. Errors in judgment or the disclosure of confidential information could have very public consequences, affecting the reputation of the Centre and/or resulting in embarrassment to the University of British Columbia and its senior administration.

SUPERVISION RECEIVED

Functions under the management and supervision of Manager, Finance & Facilities. Receives additional direction from the Manager, Administration & Operations, for Vancouver Summer Program work.

SUPERVISION GIVEN

This position supervises part time (Work-Learn) student staff.

Minimum Qualifications
High School graduation, plus two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

Experience:

Experience assisting with program planning and implementation.

Experience overseeing the administrative work in a small sized office.

Experience establishing priorities and setting and meeting deadlines in a complex, every changing environment.

Experience building, using, and managing databases required.

Experience developing online newsletters and other communications tools.

Experience supporting the recruitment students for events and programs.

Experience in event planning and promotion.

Experience working in a university, non-profit organization, or school setting an asset.

Skills:

Knowledge of community engaged learning and the value of community and university partnerships.

Excellent communication skills, both verbal and written.

Strong computer skills, including Microsoft Office programs and database software; specific experience with UBC systems (e.g. Symplicity, SISC, FMS) an asset.

Ability to problem solve and refine processes for efficiency.

Adaptive, with ability to set priorities, take initiative, meet deadlines and anticipate and solve problems.

Both goal and process-oriented with a demonstrated ability to work in a fast-paced environment and strong attention to detail.

Ability to take the lead when coordinating team wide activities as required.

Excellent organizational skills, including ability to organize and promote events.

Excellent interpersonal skills with a demonstrated ability to work collaboratively in a team.

Ability to work flexible hours, including occasional evenings and weekends.

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