Coordinator, Orientation Programs

University of British Columbia

Staff – Non Union

Job Category

Job Profile
AAPS Salaried – Student Management, Level A

Job Title
Coordinator, Orientation Programs

UBCO Program Administration SEL Student Programming

Compensation Range
$5,209.17 – $7,485.33 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
November 23, 2023

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

Job End Date

Dec 11, 2024

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 Summary

The Student Engagement & Learning (SEL) Portfolio provides a wide range of holistic opportunities and services, which facilitate students’ personal and academic development as they transition into, progress through, and advance beyond university life. SEL strives to deliver inclusive, responsive, and barrier-free opportunities that promote feelings of belonging and deep connections to community, enhance students’ approach to studying and learning, and engage the student community in peer-to-peer and experiential education. The SEL portfolio has four core functions: Community Service Learning, Orientation & Transitions, Student Engagement, and Learning Resources; and operates out of two spaces: the Student Learning Hub and the Student Experience Office. 

This position is an integral member of the Student Experience team and plays a key role in enhancing and supporting students’ lives outside of the classroom, including opportunities for intellectual, personal, and social transformation. This position works closely with students, staff, faculty, and with other student affairs areas in supporting the student orientation and transition process, supporting peer programs, and enhancing student engagement. This position provides coordination across the Student Experience Office to plan, implement, and execute a wide range of events and programs for students including orientation and transition events and activities, student training programs, student engagement events, and student-led initiatives.
Organizational Status

This position reports to the Manager, Student Engagement and Transitions and also works as a member of the Student Experience Office. This position works closely with others within the Student Experience Office to enhance the student experience through student-focused events and activities.

This position also works collaboratively with institutional partners and with other units within the AVP Student’s portfolio, and assists in supervising student employees and/or volunteers. This position must work cooperatively with other staff, students, and faculty members to ensure that common goals are established and achieved. This position will also collaborate with external service providers and sponsors to ensure successful coordination of events and activities both on and off-campus.
Work Performed

Event and Program Coordination

  • Develops program and implementation plans for a variety of orientation and student engagement events; and contributes to identifying areas and initiatives that would support and enhance student involvement and learning
  • Manages the Graduate Student Community Facilitator program, including managing student staff
  • Responsible for the logistics of program and event delivery alongside campus partners and stakeholders
  • Coordinates the ordering or rental of event supplies by assessing needs, collecting quotes, and evaluating options
  • Provide support to other SEO staff areas to ensure ongoing seamless support and services for students

Student Leader Support

  • Facilitates the recruitment, selection, and hiring process for Orientation Leaders and other student staff involved in new-to-UBC programming.
  • Provides coordination and logistical support for leader training programs, including coordination/tracking of workshops, events, supplies, and training materials in conjunction with campus partners.
  • Provides pre-event and event-day support for student leaders, including scheduling and general troubleshooting.
  • Acts as a liaison between student leaders and campus partners for the purposes of event planning, communications, or otherwise.

Communication and Promotion

  • Collaborates with internal stakeholders such as faculties, units within the AVP Student’s portfolio, departments across the University to promote and respond to queries about first year experience and orientation initiatives.
  • Works with AVPS Communications team to draft content and coordinate timely student communications relating to orientation and transition programming (email, social media, web updates, printed materials).
  • Provides ideas and suggestions for student-focused promotional avenues to increase event exposure and attendance.
  • Engages with community members to support event collaborations and sponsorship.
  • Responds to email inquiries from students and parents about programming.
  • Attends student recruiting events as a representative for Orientation & Transitions.

Administration and Data Management

  • Assists in the collection and evaluation of data to be used for assessment initiatives.
  • Responsible for adhering to prescribed budgets; assists in the development and reporting of program budgets.
  • Facilitates comprehensive peer to peer grouping processes for events and initiatives
  • Ensures student, participant, and student staff records are maintained (and destroyed) in an appropriate fashion.
  • Participates on various committees and working groups representing Orientation & Transitions.

Consequence of Error/Judgement
This position is expected to exercise judgment, diplomacy and tact in all interactions associated with the function of this position. Decisions have a direct impact on the quality of student’s university experience. Poorly managed relationships across the university have a serious impact on the future partnerships for Orientation and Transition and the Student Experience Office.
Supervision Received
This position requires independent decision-making and problem solving. This position has meetings with their supervisor, the Manager, Student Engagement and Transitions, to discuss major projects and to identify challenges and solutions; however, this position is responsible for determining day-to-day tasks, timelines, and deadlines based on the prioritization of projects. This position may also be managed by other Student Experience Office staff overseeing specific events or projects.
Supervision Given
May supervise student staff directly and provide leadership to volunteers on various projects.
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

  • Experience working at a post-secondary institution with new students or orientation programs preferred.
  • Demonstrated experience in virtual and in-person event planning, preferably with both small (20 people) and very large (2,500 people) events.
  • Ability to take initiative, manage multiple priorities, juggle complex tasks, and meet deadlines under pressure.
  • Excellent oral and written communication, presentation (public speaking), interpersonal, problem solving and organizational skills with strong administrative, marketing and public relations skills.
  • Demonstrated ability in the application of student learning strategies and theory an asset.
  • The ability to deal with a diverse population in a calm, courteous and effective manner.
  • Exceptional intercultural communications skills and cross-cultural experience.
  • Diplomacy, tact and understanding and adherence to confidentiality required at all times.
  • Ability to work independently and cooperatively in a team environment and the ability to work effectively with University staff, students, faculty and build relationships with external stakeholders.
  • Requires flexibility to work long hours with the expectation of regular evening and weekend work at key points in the program cycles.
  • Knowledge of volunteer management, human resources practices and ethical recruitment practices an asset.
  • Proficient with a wide range of technical systems and tools as a regular function of work, including content management systems, project management software, databases, word processing and spreadsheet applications such as MS Word, Excel and Outlook.

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