Civl Administrative Assistant

Found in: beBee jobs CA - 2 weeks ago

Vancouver, British Columbia, Canada UBC Full time
Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Undergrad Student Supp 3 (Gr6)Job TitleCIVL Administrative AssistantDepartmentStudent Support | Department of Civil Engineering | Faculty of Applied ScienceCompensation Range$4, $4,676.00 CAD MonthlyPosting End DateApril 25, 2024

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

Job End Date

Apr 30, 2025

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 CIVL Administrative Assistant is responsible for the administration of the academic procedures and processes for the Civil Engineering Program at UBC. The Administrative Assistant is responsible for supporting the Civil Engineering Student Services team. It's a temporary role to aid in the implementation of Workday Student and offer crucial assistance during the registration phase.

Organizational Status
Works independently and reports directly to Manager of Student Services. Handles student matters independently, referring problems to the appropriate faculty advisors, Associate Head and to the Manager of Student Services. Interacts with faculty members, students, and other UBC units and departments.

Work Performed
Undergraduate Student Support

  • Assists incoming and current students for the Civil Engineering Program by providing information, interpreting University policies and procedures relating to undergraduate students
  • Assists with advising students on program course planning, providing guidance on course requirements and planning
  • Reviews, monitors and updates student records for missing marks and contacts professors in various departments for marks.
  • Assists with coordination and organization of student events such as Imagine Day and convocation graduation reception
  • Assist with creating and distributing promotional materials
  • Corresponds with instructors to schedule of exams for the summer term, including SD exams
  • Updates all students on new processes related to Workday Student implementation and course registration
  • Triages registration issues for undergraduate student support
  • Maintains a database of registration requests and creates a priority list for student registrations
  • Corresponds with incoming second year students on program requirements
  • Support with Vancouver Summer Program, including correspondence, campus tours and other tasks as needed
  • Communicates updates to student body via email in a timely fashion
  • Organize student exams and develop a system for returning exams to students

Graduate Student Support

  • Tracks incoming graduate student acceptance and updates
  • Maintains graduate student database, follows up with PhD students on annual progression milestones, such as comprehensive exam, advancement to candidacy, and annual progress reports
  • Organizes Civil Graduate student directory to correctly sort incoming, current, and graduating students
  • Sends out bi-weekly graduate newsletter
  • Assists in communicating to faculty TA selection and appointment for summer and fall terms
  • Manages graduate student desk inventory
  • Welcomes new graduate students to UBC, assists with orientation, arrival, etc.
  • Requests MENG coursework plans from incoming and returning students and files electronic documents appropriately

General Office

  • Responds to a variety of written, email and oral inquiries
  • Provides administrative assistance to instructors and staff as needed
  • Performs front office duties such as receiving visitors, answering phones, and responding to e-mail enquiries; maintains a professional and courteous manner, communicating effectively and tactfully with individuals at all levels in giving and obtaining information and in explaining practices and procedures
  • Responsible for approving ad hoc room bookings for faculty and students
  • Assists the Manager of Student Services with other tasks as assigned

Consequence of Error/Judgement
Exercise judgment and tact in dealing with people. Failure to act in a professional, tactful manner will have an adverse effect on the image of the department. Errors in preparation or recording of student grades can affect advancement or graduation.

Supervision Received
Receives direct supervision from Manager of Student Services. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgement to determine which of many methods are applicable in any given situation. Incumbent handles most undergraduate matters independently, referring problems to Manager of Student Services, and receives direction on special requests and projects.

Supervision Given
Is not required to supervise.

Minimum Qualifications
High School graduation, plus one year post secondary diploma, plus four 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

Minimum 3 years' related experience, preferably within University environment. Thorough knowledge of UBC policies and procedures.
Ability to:

  • effectively use Word, Excel, Outlook and Adobe at an intermediate level
  • demonstrates initiative and problem solving
  • manage data and information accurately with attention to detail
  • communicate effectively verbally and in writing
  • provide assistance and emotional support to individuals who are under stress or in crisis, showing empathy and sensitivity
  • actively listen and probe for information to clarify complex requests
  • work effectively with minimal supervision
  • exercise tact and discretion
  • prioritize and work effectively under pressure to meet deadlines
  • compile and analyze data and to write reports
  • use initiative to identify potential or actual problems, investigate causes and resolve issues
  • exercise judgement and initiative in problem resolution within a team environment.
  • follow procedures, identify and implement improvements to processes and procedures, providing training to others
  • work effectively and contribute positively in a team environment
  • excellent interpersonal, prioritization, and customer service skills required
  • demonstrated organizational and multi-tasking abilities required
  • experience in graphic design is an asset
  • experience with workday is an asset

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