Student Programs Assistant
1 month ago
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
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
As a member of the Student Programs Team, the Student Programs Assistant serves as the first point of contact for all current and prospective students in the Department of French, Hispanic and Italian Studies, providing information and assisting in the resolution of complex issues. The incumbent provides broad student support across both the graduate and undergraduate programs, which includes advising, human resources, finances, scheduling and general administration.
Graduate Program
- Advises graduate students, identifies and offers solutions to cases requiring escalation
- Coordinates all aspects of graduate program admissions, including the selection process and bringing cases requiring adjudication to the admissions committee
- Conducts initial review of qualifications and transcripts, assembles all necessary documents and prepares files for evaluation
- Coordinates appeals, liaising with relevant contacts, and sees process to resolution
- Monitors and supports MA and PhD progress through the program including appointments, finances, awards and scholarships, academic progress, thesis submission, defense, leaves and graduation
Undergraduate Program
- Advises undergraduate students, identifies and offers solutions to cases requiring escalation
- Resolves complex issues including those related to applications, program requirements, course selection, registration status, scholarships, working on campus, immigration, appeals or related enquiries of an interpretive nature
- Works with administrative faculty and staff to resolve complex issues and is responsible for making updates to advising information
- Coordinates final exam requests and standing deferred exams
Finance + Human Resources
- Initiates and monitors student appointments in Workday as HR Analyst
- Coordinates student awards and manages funding reports and forecasts, with signing authority for graduate program funding
- Produces advertisements for student positions and tracks entitlements
- Generates offer letters and supports the student worker recruitment process
- Prepares onboarding packages for students
Courses + Scheduling
- Supports course scheduling, working with information in Excel, Scientia, and Workday
- Manages waitlists and reviews student qualifications
- Generates course enrolment and program registration reports
- Prepares documentation, tracks, and ensures accuracy of curriculum items in UBC Calendar
- Ensures deadlines are met such as those relating to textbook orders, teaching evaluations, exam request, invigilation schedules, and grade submission
Administration
- Coordinates the daily operations of the Learning Centre including scheduling and general student/tutor inquiries
- Performs administrative duties such as composing complex correspondence and reports, preparing student files, and maintaining records
- Provides general administrative duties for the department as required, including backup for reception
- Supports committees including preparing materials, taking minutes, and generating reports
- Assists in recruitment and engagement strategies in collaboration with other staff
- Assists with departmental colloquia, information sessions, and special events
Organizational Status
Reports to the Student Programs Coordinator.
Supervision Received
Reports to the Student Programs Coordinator.
Supervision Given
May supervise student workers and provide training to other staff.
Minimum Qualifications
High School graduation, plus two-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
Effective oral and written communication. Experience working with students or in a student support role. Analytical ability and moderate to advanced competency with Excel. Experience using UBC systems including Workday, eVision, SISC, Scientia, Blue, WordPress. Experience working within a complex organizational structure; and understanding of the academic and public-sector environment. Strong organizational and interpersonal skills. Ability to effectively communicate verbally and in writing. Ability to research novel problems, input and extract data, interpret and analyze findings, as well as communicate information both verbally and visually. Ability to interpret and implement policies and procedures. Ability to write for various audiences and contexts. Ability to be thorough, accurate, and attentive to detail. Proven ability to interact effectively, respectfully and positively with students, faculty, and staff. Proficiency in one or more Romance languages in particular, French, Spanish, Italian an asset.
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