Program Coordinator, DBA

Royal Roads University is located on the traditional lands of the Lekwungen-speaking Peoples, the Songhees and Esquimalt Nations. This land has been part of the fabric of the life of Indigenous communities long before Hatley Castle was built, and it will be long into the future. It is with gratitude that we now learn and work here, where the past, present and future of Indigenous and non-Indigenous students, faculty and staff come together. Located in one of Canada’s most beautiful National Historic Sites, RRU is just minutes from downtown Victoria, British Columbia and is surrounded by old growth forest and awe-inspiring ocean and mountain views. RRU is a special-purpose university that delivers high-quality applied and professional programs. Established by the provincial government in 1995 through the Royal Roads University Act, RRU was created with a unique mandate and governance structure to respond to the labour market needs of British Columbia. RRU has over 34,000 alumni in 92 countries. With a reputation for innovation, RRU is a leader in the delivery of blended learning programs, which combine intensive residency experiences with online course work.
Requisition #
P0282.2
Job Title
Program Coordinator, DBA
Division Department
Royal Roads University -> Office of the Vice-President, Academic & Provost -> Faculty of Management -> School of Business
Recruitment Type
Regular Full Time
Category
Admin and Support Services
# of Hires Needed
1
Closing Date
4/1/2024
Job Description

The Program Coordinator in the Doctor of Business Administration (DBA) program oversees, manages, and streamlines the day-to-day, non-academic functions of the DBA program, within the Faculty of Management. The Program Coordinator ensures the efficient and effective management of the DBA’s administrative processes, including program schedules, budgets and contracts. The position is responsible for maintaining administrative processes, and assisting with the development of DBA procedures consistent with the DBA program's academic guidelines and University objectives. The Program Coordinator needs to be an independent self-starter who is able to administer the DBA and interact with various internal and external stakeholders. The DBA Program Coordinator is the prime contact for information requests from staff, faculty (core and associate), students (prospective, current and alumni) and the University support areas on a daily basis. The position also supports targeted marketing and recruitment activities, as required, including website updates and providing prospects with information.  

The Program Coordinator works closely with the DBA Program Head to provide administrative leadership, ensuring that the planned programs and activities in the DBA program are effectively managed to support the academic functions of the DBA program and the achievement of University goals.

 

 

Position Outcomes

 

General Administration

The Program Coordinator is responsible for overseeing the day-to-day administration of the DBA program and ensuring consistency with regards to University policies, procedures and guidelines. The position manages the administration requirements for new program intakes and works with other units internal and external to the University in support of the DBA, helping to elevate its reputation. The Program Coordinator spearheads the development and/or implementation of procedures and guidelines to streamline processes within the various programs, and the development of best practices in a consultative and collaborative working relationship with other Program Coordinators and Managers. The position represents the University with partner organizations as necessary.

 

Academic Administration and Student Support

The Program Coordinator, in consultation with faculty and staff in administrative roles, is responsible for coordinating and managing the academic administration of the DBA program. This may include developing schedules, preparing and executing contracts for associate faculty, preparing admission applications for faculty review, and dealing with student issues of a non-academic nature (e.g. deferrals, waitlists, registration, medical leave, financial issues). The position facilitates academic and administrative integration for the successful achievement of program objectives, liaising with students to provide guidance and resolution on matters associated with academic, administrative, individual and team issues. Customer service oriented, the Program Coordinator operates within the boundaries of the position, makes decision and exercises good judgement when identifying issues that need to be escalated to a higher level of authority.

 

The position is the primary contact for information regarding the designated programs and ensures information systems are maintained and reported out as necessary. The position plays a primary role in the organization of the annual program review, accreditation reviews, and external program reviews and liaises with the FoM Dean’s Office and the Vice President Academic and Provost’s Office.

 

Financial Management

The Program Coordinator develops and implements the DBA annual budget in accordance with University budgetary policies, procedures and practices. The position ensures financial processes and activities are standardized, coordinated and monitored appropriately. The Program Coordinator liaises with the Senior Administrative Manager and Faculty Business Manager to plan, develop, and monitor annual budgets, calculate accruals, identify variances, coding errors, and ensure that appropriate action is taken. The position oversees DBA contracts ensuring financial activities are completed in accordance with RRU policies, rates, standards and procedures.

 

Marketing and Communications

The Program Coordinator assists in the development of strategic marketing plans to achieve enrollment targets for designated programs. This may include travelling on behalf of the DBA and FoM, assisting others in their travel plans, giving feedback on advertisements, creating/updating web pages and social media, coordinating marketing events, and similar tasks. The Program Coordinator is also responsible for coordinating and determining effective communication strategies for designated programs to be carried out by staff and faculty. The position participates in recruitment and promotional activities, as needed.

 

Support Service Liaison 

The Program Coordinator collaborates with University support services including the library, admissions, Registrar’s Office, Finance, Centre for Teaching and Educational Training, to ensure that all deadlines and requirements are met related to successful course planning (e.g. reading materials, copyright permissions, textbook orders, course outlines, etc.)

Job Requirements

This position requires a highly motivated and self-directed person who can work independently and demonstrate a high level of initiative; flexibility and multi-tasking skills are essential. Active participation will be encouraged in various Faculty of Management meetings with ongoing dialogue for improvement.

• An undergraduate degree or other relevant educational credential (college certificate or diploma) plus 3-5 years of related experience in the administration of academic programs (or equivalent combination of education and experience)
• Exceptional communication and presentation skills, both oral and written
• Demonstrated financial management skills including developing and managing budgets, contracts, and daily financial matters
• Financial coordination and contract administration skills and experience
• Proven project management and organizational skills
• Office management skills and experience, including developing, implementing and monitoring policy and procedures
• Strong verbal and written communication abilities, including editing skills
• Strong interpersonal development and leadership capabilities including networking and advocacy skills
• Ability to act with tact and diplomacy under pressure
• Ability to develop, plan and implement short- and long-range goals
• Ability to secure cooperation and commitment from internal and external stakeholders
• Demonstrated ability to work with minimal supervision, take the initiative where and when appropriate, and work well under pressure
• Knowledge and understanding of the University’s requirements, methods, culture and processes, as well as knowledge or experience in continuing education and adult learning principles
• Strong technical background with computer abilities such as Microsoft Office suite of programs as well as other RRU systems (e.g., Agresso, Sharepoint, EMS, Moodle)
• Solid analytical, critical-thinking and problem-solving abilities  
• Strong attention to detail with a high level of accuracy
• Demonstrated experience with planning and coordinating events in an institutional or corporate environment
• Ability to work flexible hours on a pre-planned basis, including evening and weekend hours. Ability to travel to domestic and international locations as required by program
• Experience of working with social media and web-site design and management would be an asset

Additional Information
This is a regular, full-time position working 37.5 hours per week. This position has been evaluated at MPT-A with a salary range of $62,533 (minimum) to $73,472 (midpoint) to $84,413 (maximum) per annum. Employment offers will normally be made between the minimum and midpoint of the range and are determined by knowledge, experience and internal equity. The University is pleased to offer a comprehensive benefit package. Royal Roads University is strongly committed to fostering diversity within our community. We welcome those who would contribute to the further diversification of our faculty and staff including, but not limited to, women, visible minorities, Indigenous people, persons with disabilities and persons of any sexual orientation or gender identity.
While Royal Roads University values all applications we receive, only those candidates shortlisted for further consideration will be contacted. Please note that all qualified candidates are encouraged to apply. However, you will need to be legally eligible to work in Canada for the duration of the employment contract. If you require any form of accommodation throughout the recruitment process, please contact us directly at [email protected] attention: Lorisha Bühler or 250-391-2600 extension 4408 so we can offer you individualized assistance and ensure equity in our recruitment and hiring process. ALL COMPETITIONS WILL CLOSE AT 10.00 P.M. ON THE DATE OF CLOSING