Engineering Programs Administrator

The School of Engineering Academic Services team provides comprehensive support for over 2000 undergraduate and graduate students to ensure they meet their full potential

throughout their academic career.

As a member of the Engineering Academic Services team, this position provides administrative and student service support to both the Graduate and Undergraduate programs in the School of Engineering. This role supports creating student course schedules, coordinating final exams, and planning prospective engineering student events.

Organizational Status

This position reports to the Project Manager, Programs and Strategy in Engineering Academic Services. Work may also be directed by the Associate Director of Programs, Program Chairs, and the Engineering Admissions Coordinator. This position interacts with faculty, staff, students, alumni, and external partners.

Work Performed

Scheduling

Supports course scheduling, timetabling, seat restrictions and classroom bookings to maximize utilization of classroom space for undergraduate and graduate level designated courses.

Prepares course timetables through comprehensive and integrated planning (involves resourceful organization of courses and liaison with other Enrolment Services).

Coordinates all aspects of course scheduling within the School of Engineering and serves as its Timetable Representative (TREP).

Creates and updates course pathways and schedules, resolves course and timetable conflicts to schedule lectures and labs and to allocate classrooms and teaching labs.

Participates in identifying processes and systems that require improvement, mapping current processes, redesigning processes, and making recommendations for change.

Liaises with timetable reps and registration support in other departments to resolve registration issues.

Creates and updates undergraduate and graduate advising sheet documents to ensure clear communication to students and with other units.

Conducts curricular verification in Workday of course instructors and schedules.

Ensures that classrooms and teaching laboratories are utilized efficiently, including space allocated through Classroom Services and space allocated to the School.

Creates and monitors School of Engineering course waitlists, reviews student's eligibility for courses and moves students into appropriate course sections as space becomes available.

Supports TA and course instructor evaluations.

Maintains and disseminates changes to policies and procedures related to registration and course scheduling.

Collects and collates various registration and enrollment statistic reports.

Acts as a resource person for faculty and staff on matters related to course scheduling, room bookings, course enrollment maintenance and registration.

Responsible for entering exam requirements into system.

Prospective Student Events

Coordinates and executes the Open House event annually, a large-scale event drawing hundreds of prospective students.

Supports other prospective student events as required, creating meetings, drafting and sending communications, booking rooms, liaising with stakeholders, and compiling recordings or summaries to maximize applicant numbers and yield, minimize melt, and smooth the transition.

General Administrative Support

Attends Committee meetings, takes minutes, and facilitates decisions made by the committee.

Participates in identifying processes and systems that require improvement, mapping current processes, redesigning, processes, and making recommendations for change

Monitors the School of Engineering website regularly and submits additions, deletions and changes in a timely manner

Performs other related duties as required.

Consequence of Error/Judgement

This role requires sound judgment and thorough knowledge of UBC, Faculty of Applied Science, and School of Engineering policies and procedures. Errors or misinformation may impact students’ academic progress, professional development, and accreditation status. Poor communication or service delivery could negatively affect relationships with students, faculty, alumni, and external stakeholders, and could harm the reputation of the School and UBC.

Supervision Received

Reports directly to the Project Manager, Programs and Strategy. Work is carried out under general direction, with specific tasks assigned by the Associate Director of Programs, Communications Manager, School of Engineering course instructors, and other Enrolment Services personnel, as appropriate. The position is cross-trained to support a range of academic administrative functions within the School of Engineering.

Supervision Given

None

Minimum Qualifications

Completion of four years post-secondary. Over two years of relevant 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…