Registration Support Specialist

7 days ago

Vancouver, British Columbia, Canada University of British Columbia Full time
Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr6)

Job Title

Registration Support Specialist

Department

Admissions and Enrolment | Engineering Student Services | Dean's Office | Faculty of Applied Science

Compensation Range

$4, $4,540.00 CAD Monthly

Posting End Date

November 26, 2023

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

Job End Date


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 Registration Support Specialist provides administrative support to the Registration team in Engineering Academic Services (EAS).

The role primarily involves support for course scheduling and timetabling, student course registrations, exam coordination, academic progression reporting, and transfer credits.

This position has a focus on processes and using technology and systems to create efficiencies and automations in workflow in order to provide accurate and efficient information to stakeholders.

The role also provides student support, when needed.


Engineering Academic Services is responsible for providing academic advising for first-year students through to progression into their second year of studies.

The unit has oversight for academic processes for students at all year levels such as academic concession, Second Year Placement, graduation adjudication, course scheduling and timetabling, and sessional evaluation.


The BASc program at the UBC Vancouver campus offers 14 programs, each with its own set of complex and unique degree requirements requiring EAS staff to maintain knowledge of a wide array of program offerings and requirements.

Additionally, the Faculty of Applied Science spans both the Vancouver and Okanagan campuses, requiring staff to have cross-campus knowledge and the ability to collaborate with colleagues on both campuses and support students who move between the two campuses.

Students may progress into the Faculty from UBC's Vantage College Engineering stream, necessitating EAS staff understand the College and its curriculum.

Organizational Status

  • Reports to the Associate Director, Academic Systems, Enrolment & Registration. The Registration Support Specialist works independently, with initiative, and autonomy and works collaboratively with members of the EAS team, staff and faculty within the Faculty of Applied Science, Program Advisors, Enrolment Services, other Faculties and stakeholder groups.


 Work Performed
  • Is a resource person to the Faculty on UBC's academic systems: Scientia (UBC's course scheduling system), Student Information System, Student Workday, and Degree Navigator.
  • Provides support to the Academic Systems & Registration Lead on the firstyear timetables and coordinates with engineering timetable reps (TReps) the changes in the Years 2 to 5 timetables.
  • Identifies course conflicts in the timetables, through BuildTT an internal course scheduling visualization tool, proposes solutions, and works towards a resolution with the TRep partners in engineering, and the Faculties of Arts and Science.
  • Liaises with timetable reps and registration support in other departments to resolve registration issues.
  • Maintains and disseminates changes to policies and procedures related to registration and course scheduling.
  • Maintains information on existing engineering courses, includes adjusting seat release requirements, course restrictions, exam requirements, waitlist management, and course requisites.
  • Schedules new Senateapproved courses, updates course information on Scientia, and other academic systems to ensure a course is set up and published correctly, including room requirements, and instructor and TA assignments.
  • Understands course requirements of engineering courses within the departments, how this impacts timetables and student registration.
  • Resolves complex issues around classrooms and unique course requirements.
  • Monitors APSC wait lists, determines students' eligibility for courses and registers students into an appropriate course section as space becomes available.
  • Processes and reviews student registration requests. Processing registration forms in accordance to UBC policy and EAS guidelines. Reviews student appeals when their requests are unable to be processed, and provides them with explanation for refusal, and offers an alternative solution.
  • Provides registration assistance to firstyear student athletes in the program to accommodate their training and game schedules, and to other students who require specific course accommodations.
  • Administers and processes the exam requirements from the APSC

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