Program & Advising Coordinator

4 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title

Program & Advising Coordinator

Department

Student Services Support | Department Mechanical Engineering | Faculty of Applied Science

Compensation Range

$4,137.00 - $4,456.00 CAD Monthly

Posting End Date

January 27, 2023

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

Job End Date

Job Description Summary

The Program and Advising Coordinator, Student Services, serves over 500 undergraduate

students, over 300 graduate students, and first year and prospective students interested in

Mechanical Engineering and Naval Architecture and Marine Engineering. Under mínimal

direction, this position is responsible for project execution, advising, administrative, and

coordination functions related to both graduate and undergraduate students, programs, and

options within the Mechanical Engineering Department.

Major functions include advising and registration for all students in the B.A.Sc, M.A.Sc, and

Ph.D programs overseen by Mechanical Engineering; timetabling coordination, graduation

checks and adjudication; student teams and chapters relations; exchange pre-articulation;
undergraduate option admissions coordination; and coordination of student-focussed events.This

position also provides shadow coverage for the other CUPE position(s) within the Mechanical

Engineering Student Services Office, and administrative support to the Manager and Assistant

Manager, Student Services.

The incumbent typically works a standard day; however, flexibility is required as some

responsibilities require an irregular schedule, including evenings or weekends.

Organizational Status
- Reports directly to the Assistant Manager, Student Services, and ultimately to the Manager,

Student Services;
- Works closely with the Associate Heads and with Option and Program Coordinators/Directors

in matters relating to their specific initiatives;
- Works in close collaboration with other support staff in the Mechanical Engineering office and

within the Department as a whole;
- Liaises with a wide variety of UBC, and external (colleges, high schools), units in execution of

duties;
- Formally trains new staff on work procedures and/or oversees work of students and/or

temporary staff.
- Works independently within general guidelines;
Work Performed
- Provides advising to students in all programs overseen by the Department of Mechanical

Engineering, making recommendations on course selection and sequence in order to meet

student goals and graduation requirements. Responsible for solving complex student issues.

Tracks all student interactions in OAMS, and enters reports into Early Alert when necessary.

Follows up on student cases as required.
- Facilitates a holistic view in students of academic and career plans in order to balance academic,

professional, social, and personal demands, initiating regular dialogue with students on issues

such as the number of hours a student works, how many classes s/he takes, the number of hours

of study needed while balancing other social and personal commitments.
- Interprets and advises on University, Faculty of Applied Science, and Mechanical Engineering

faculty and staff on a variety of issues. Identifies gaps or opportunities to develop policies and/or

procedures within the department to better serve students or make delivery of programs more

efficient.
- Identifies students in crisis, either personal or academic, and advises about academic options

and/or personal support services. Refers to appropriate campus units such as Counselling

Services, Student Health Services, Access & Diversity Centre, etc.
- Assists students with resolving registration issues, including conducting conflict and pre
- requisite checks to ensure eligibility, using the Student Information System. Tracks admission

and registration statistics, monitors academic records and progression, produces reports, class

lists and transcripts as required.
- Responsible for course planning and scheduling for the undergraduate and graduate programs

overseen by Mechanical Engineering. Serves as the Departmental Timetable Representative

(TREP). Schedules courses and books classrooms using the Faculty Service Centre/Scientia, and

works with other departments and Engineering Student Services to create Standard Timetables

(STTs) for MECH. Enters requests for final exams in SISC. Processes ad-hoc booking requests

for faculty and staff in relation to course and/or special event needs. Maintains room booking

calendars for various MECH facilities.
- Performs graduation checks and participates in graduation adjudication for undergraduate

students. Checks transcript and student file prior to defense to ensure that all credit and special

requirements have been met. Ensures that all graduation documents are processed and grades

submitted on time for graduate students. F

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