Co-op Coordinator

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Cooperative Education, Level B

Job Title
Co-op Coordinator

Department
Program Support | Administrative Leadership 1 | Science Co-op Programs | Faculty of Science

Compensation Range
$6,747.50 - $9,701.42 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 21, 2025

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

Job End Date
May 11, 2026

Possibility of extension to ongoing position.

Job Description

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, and is essential to fostering an outstanding work environment. 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 Science Co-op Program is responsible for the development, implementation, management and evaluation of Co-operative Education in the Faculty of Science. Co-operative Education provides students enriched educational experiences for personal and professional growth by working with diverse community partners and sectors to provide transformative workplace learning experiences as part of their Science degree programs. Responsibilities of the Co-op Coordinator include the development, implementation, coordination and evaluation of the Science Co-op Program in accordance with national accreditation standards set out by Co-operative Education and Work-Integrated Learning Canada (CEWIL Canada). Tasks include designing and implementing strategies to recruit students, facilitating comprehensive career readiness curriculum including advising and coaching students in preparation for their job search and work experiences, monitoring co-op work placements, addressing workplace issues that students encounter, providing assessment, evaluation and analysis of the placement experience and student success each term, collaborating with other co-op professionals throughout the province and country, and the day-to-day administration of the program. The Co-op Coordinator is also responsible for working directly with existing local, national and international employers. Externally, this role develops and maintains relationships with employers and industry partners to build resources and programs to support undergraduate and graduate career development and learning.

Organizational Status

Reports to the Program Director of the Science Co-op Program. The Co-op Coordinator works closely with faculty, staff, and students to deliver co-op programming for over 3,000 Science co-op students during their multi-year journeys as co-op students at UBC. Further, they support external employers to provide advice, mediate major workplace issues, and intervene when necessary. Delegates to program assistants as needed.

Work Performed

ADVISING AND COACHING:

• Provides co-op students with one-on-one and group career advising and coaching before, during and after each Co-op work term.
• Evaluates and interprets students' qualifications to suggest relevant job postings and/or employers with the goal of ensuring successful co-op work terms.
• Identifies opportunities for student learning and promotes student engagement in career building experiences, across the student experience, within and beyond the university.
• Provides career advising and coaching for students on a variety of career and professional development topics and work search (i.e., career exploration, researching the labour market, making meaning of one's disciplinary learning, facilitating experiential learning and reflection, gaining work/volunteer/leadership experience, resumes, cover letters, job interviews, networking and connecting to the workplace community).
• Identifies and provides support when students are in crisis or in need of health support and refers to appropriate level of support or intervention (i.e., Emergency Services, Counseling Services, Early Alert).
• Provides advice, coaching and resources and advise students facing complex workplaces issues such as discrimination, harassment, bullying and/or termination.

CO-OP WORK TERM OVERSIGHT:

• Conducts work term site visits and check-ins to monitor and evaluate the technical requirements of the co-op work term placement and the workplace environment with respect to working conditions, safety standards, and academic requirements of the position.
• Evaluates student performance in the workplace to ensure they are meeting employer needs and addresses any student and/or employer issues. This includes problem solving, mediating, and addressing workplace concerns or issues related to employee discipline, employee rights (including harassment, employment equity, employment standards), intellectual property rights, confidentiality concerns, and other matters raised by students and/or employers. Makes recommendations to Program Director regarding student's status in the program as a result of workplace issues.
• Designs, evaluates and assesses all required work term deliverables such as end of term assignments and employer evaluation of the work term, that must meet national accreditation standards.
• Assigns grades for co-op courses based on the requirements of the course.

TRAINING:

• Oversees the design, content, facilitation, and teaching of all co-op pre-employment and career readiness curriculum. This includes, but is not limited to, asynchronous and synchronous curriculum and training events, program orientations, pre-employment training workshops, information sessions, as well as recruiting events that can involve prospective students, current students, and alumni. Evaluates student feedback to determine and implement changes.

EMPLOYER FACING DUTIES

• Establishes and maintains ongoing relationships with employers and alumni locally, nationally, and internationally that support the creation of jobs.
• Develops and runs employer events that support student career development.
• Participates in the development of strategic business plans including conducting market research to identify and target partnerships for ongoing co-op work integrated learning growth.
• Advises and consults employers in developing academically appropriate co-op work opportunities that align with national co-op accreditation requirements, reviews and approves job postings, and writes/edits job descriptions on behalf of employers when requested. Provides advice to employers with recruitment strategies related to diversity and inclusion. Advises employers on funding availability through national and provincial funding programs.
• Identifies when new or existing co-op employers are not an appropriate partner for hiring co-op students and works with the management team to end the relationship with the employer.

NETWORKING:

• Attends various events, locally and nationally, such as conferences, trade shows, career fairs, and information sessions. Maintains involvement in relevant industry professional associations and Co-operative Education and Work Integrated Learning associations to expand students' opportunities to engage with employers, alumni and community.
• Builds and maintains relationships with alumni, employers and other members of the workplace community to strategically develop resources and programming that initiate connections and provide networking opportunities for students within and beyond UBC.
• Develops and creates opportunities for students to connect with and learn from alumni, employers, and other members of the workplace community. For example, invite and prepare alumni, employers and industry partners, as subject matter experts, to participate in career development programs.

PROGRAM RECRUITMENT AND ADMISSION

• Develops and implements a student marketing and recruitment plan to attract new students to apply to the Co-op Program each year.
• Designs and manages the student admission process, including application, interview and development of admission criteria and scoring systems. Makes final decisions regarding student acceptance into the program.

OPERATIONAL - STRATEGIC PLANNING, ADMINISTRATION, ASSESSMENT, EVALUATION & BUDGETING

• Contributes to strategic planning, goal setting and prioritization for the program. Oversees and manages Co-op Program strategic projects and continuous improvement initiatives such as revising and updating co-op student pre-employment training curriculum, finding ways to scale the program for more students, and integrate latest technologies such as artificial intelligence.
• Liaises with campus partners to coordinate and plan joint initiatives as well as to promote the programs.
• Evaluates the effectiveness of the program, recommends improvements and implements necessary changes.
• Increases capacity across the program for career learning and career conversations, through multiple points of intersection in the student experience.
• Participates in the assessment and evaluation of career learning for students. Collects and records statistical information and feedback, analyzes, documents and reports results, integrates suggestions and improvements into programs and services. Prepares reports on student placement statistics that are required for national co-op accreditation.
• Works closely with UBC's International Student Advising Office and directs students to follow all legal and immigration policies required.
• Participates in Faculty, Departmental, UBC-wide and external meetings, committees, and events.
• The Co-op Coordinator assists the Program Director in areas of strategic planning and operational procedures for the program encouraging (re)development of initiatives and activities that address the changing needs and diversity of the campus. Evaluates trends to recommend, advocates and initiates responsive and proactive change within the program. Exercises individual judgement in organizing work, dealing with students and faculty and other external agencies. Exercises judgement in dealing with employers, faculty members and students.
• Performs other duties within the guidelines of the role as required.

Consequence of Error/Judgement

Incorrect decisions can affect the number and quality of student applicants to the program. Failure to adequately assess employers could result in students getting hired into inappropriate work environments. Failure to assess and prepare students for appropriate technical work placements could result in loss of credibility of the program with industry. Failure to intervene and resolve student work placement performance problems could result in loss of working relationships between industry and the University. Failure to apply policies and procedures established by the Ministry of Post-Secondary Education and Future Skills could result in loss of accreditation and/or financial support.

Ineffective recruitment or career-related advice and support would have a serious negative impact on relationships with UBC students, faculty and departments, employers, and alumni. Dissatisfied prospective and current students and/or alumni may contribute to poor public relations for the University, which in turn would have a negative effect on the University's ability to raise funds and attract and retain outstanding students.

Supervision Received

Reports to the Program Director. Works independently within constraints of policy and administrative framework. Work is subject to review in relation to program goals.

Supervision Given

May supervise Program Assistants in conjunction with Manager/Associate Directors, and/or student staff. The Co-op Coordinator is authorized to make decisions related to student participation in the co-op program and work terms if Terms & Conditions are not adhered to. Assists in training of new professional staff in the Science Co-op Program.

Minimum Qualifications

Undergraduate degree in relevant discipline. Minimum of 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

• An undergraduate degree, preferably in a Science related discipline; a graduate degree would be an asset.
• Knowledge of co-operative education, human resource management, and/or relevant industry experience and knowledge, is preferred.
• The successful applicant will have excellent oral and written communication skills including presentation skills, and exceptional organizational skills. A passion for work integrated learning and a demonstrated ability to take initiative and work independently as well as within a team is essential.
• Ability to act with tact, diplomacy, and discretion.
• Expertise in equity, diversity and inclusion an asset.
• Knowledge and experience with career advising and coaching, conflict resolution, international work programs, project management, and event planning.
• Ability to provide quality service to students and employers in a courteous and professional manner.
• Strong computer skills (Microsoft Office, Teams, OneDrive, Zoom, database management) required and the ability to effectively multi-task and prioritize routine daily work and long-term projects.
• Valid BC Driver's License, access to a vehicle, and ability to travel may be required.
• Must be able to work flexible hours, including occasional evenings and weekends.