Employment Type: Full Time, Fixed Term (12 months)
Location: Vancouver, BC (Hybrid)
Reports To: Executive Director, Academic Operations & Initiatives
Application Requirement: Cover Letter
Reporting to the Executive Director, Academic Operations & Initiatives, the Academic Integrity Coordinator provides administrative support for all academic integrity related functions within Academic Operations. This role will require liaising with Staff, Faculty, Associate Deans, Academic Program Leads and Students.
This position is integral to the delivery of quality academic integrity services to faculty, staff, and students (domestic, international, undergraduate, graduate, on-line and in-class) across all UCW programs. Hours of work are variable and may involve a hybrid schedule of remote and on-campus work and occasional work at other campus locations or a UCW sponsored event.
Specific Responsibilities |
The Academic Integrity Coordinator will at various times be responsible for the following as well as other related duties as assigned to support the business objectives and purpose of the Company:
Academic Integrity Case Coordination
- Receive, review for completeness, log, and triage academic integrity referrals and related documentation in accordance with approved academic integrity policy and procedures.
- Coordinate case workflows from referral through closure, including notices, meeting arrangements, document collection, deadline tracking, follow-ups, and communication of procedural next steps.
- Maintain accurate case status information and identify overdue, incomplete, complex, or urgent matters for escalation to the appropriate academic decision-maker or supervisor.
- Provide students, faculty and staff with clear, neutral information about applicable processes, timelines, available support, and responsibilities while maintaining appropriate role boundaries.
- Support the implementation and documentation of decisions and sanctions as directed by authorized academic decision-makers.
- Collaborate with Associate Deans, Department Chairs, faculty members, and relevant administrative units to obtain outstanding information, resolve procedural issues, and support the timely progression of cases.
Support Committee and Decision-Maker
- Provide administrative support to the Academic Integrity Committee and other designated decision-makers, including scheduling, agenda preparation, case package assembly, minute-taking, decision-letter coordination, and action tracking.
- Review case files for administrative completeness and organize records so that relevant materials are accessible, consistent, and ready for review.
- Track committee and decision-maker outcomes and ensure required follow-up actions are assigned, recorded, and completed within established timelines.
Records, Data, and Reporting
- Maintain confidential, accurate, and complete electronic case records in approved systems, following institutional privacy, access, retention, and records-management requirements.
- Prepare routine and ad hoc reports on referrals, case volumes, processing timelines, outcomes, repeat concerns, and emerging trends to support operational planning and institutional reporting.
- Conduct regular data-quality checks, reconcile discrepancies, and support the development and maintenance of standardized templates, trackers, procedures, and service metrics.
- Analyze academic integrity data to identify patterns, recurring concerns, processing delays, policy gaps, and emerging institutional risks, and prepare summaries and recommendations for academic leadership.
- Develop and improve data-tracking methods, dashboards, and reporting tools in response to evolving operational and institutional reporting requirements.
Education, Prevention, and Stakeholder Support
- Create, maintain, and distribute academic integrity communications, guidance materials, templates, and resources for students, faculty, staff, Department Chairs, and Associate Deans.
- Maintain approved academic integrity resources for students and faculty in the Student Information System, institutional portals, and other designated platforms.
- Administer the Academic Integrity course module, including maintaining course content, enrolling students, tracking completion, and preparing follow-up reports.
- Contribute to academic integrity training sessions, orientations, workshops, and other educational initiatives for students, faculty, and staff.
- Troubleshoot issues involving the academic integrity reporting function and support faculty members and Department Chairs throughout the referral and reporting process, escalating technical issues to the appropriate department when required.
Policy and Continuous Improvement
- Apply current academic integrity policies, procedures, guidelines, and approved operating practices in day-to-day case administration.
- Identify recurring process issues, service gaps, and opportunities for improvement, and provide operational recommendations to the Executive Director and appropriate academic leaders.
- Support policy and procedure reviews through research, document comparison, consultation coordination, testing of revised workflows, and implementation support.
- Participate in departmental projects and perform other related duties consistent with the scope and level of the position.
Perform other related duties as assigned, consistent with the scope and level of the position.
Competencies:
- Excellent written and verbal communication skills, with the ability to communicate complex processes clearly, tactfully, and diplomatically with students, faculty, staff, and academic leaders.
- Strong interpersonal and service-oriented skills, with the ability to establish and maintain effective working relationships with individuals from diverse backgrounds and across different organizational roles.
- Demonstrated judgment, discretion, impartiality, and professionalism when handling sensitive, confidential, or contentious matters.
- Strong organizational and case-management skills, including the ability to coordinate multiple files, maintain accurate records, monitor deadlines, and follow matters through to completion.
- Strong critical-thinking, analytical, and problem-solving skills, with the ability to identify procedural gaps, data discrepancies, recurring concerns, and opportunities for improvement.
- Demonstrated attention to detail and commitment to accuracy, consistency, procedural fairness, and confidentiality.
- Ability to interpret and apply institutional policies, procedures, guidelines, and established operating practices consistently.
- Ability to prioritize competing responsibilities, adapt to changing operational requirements, and work accurately within firm deadlines in a fast-paced environment.
- Ability to work independently with minimal supervision while collaborating effectively with Associate Deans, Department Chairs, faculty, staff, committee members, and other administrative units.
- Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, PowerPoint, and Teams.
- Proficiency in using learning management systems, student information systems, databases, case-management systems, and reporting tools.
- Ability to learn, integrate, and effectively use new technologies, systems, and digital workflows.
- Ability to prepare accurate reports, analyze operational data, identify trends, and communicate relevant findings and recommendations to academic leadership.
Education and experience:
- Bachelor’s degree in education, student affairs, public administration, social sciences, business administration, or a related field.
- A minimum of one to three years of relevant administrative, case-coordination, or student-service experience in a fast-paced and policy-driven environment. An equivalent combination of education and relevant experience may be considered.
- Experience working in a post-secondary educational environment is required.
- Experience applying or supporting academic integrity policies, procedures, case-management processes, or related academic administrative processes is preferred.
- Experience supporting committees or formal decision-making processes, including preparing agendas and case materials, coordinating meetings, recording minutes, tracking decisions, and preparing correspondence, is an asset.
- Experience maintaining confidential case files, databases, trackers, and institutional records in accordance with privacy and records-management requirements.
- Experience preparing reports, analyzing operational data, identifying trends, and developing or improving tracking and reporting tools is an asset.
- Experience using Microsoft Office applications, learning management systems, student information systems, databases, and other administrative technologies.
- Experience developing communications, procedural resources, training materials, or educational content for students, faculty, or staff is an asset.
