Undergrad Student Supp 3

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr7)

Job Title

Undergrad Student Supp 3 (Gr7)

Department

Administrative Management | Teacher Education Office | Faculty of Education

Compensation Range

$4,460.00 - $4,686.00 CAD Monthly

Posting End Date

August 11, 2023

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

Job End Date

Job Summary

The location of the Teacher Education Office (TEO) within the Faculty of Education makes this position the first point of contact for students, faculty, staff and visitors to the Faculty. This position exemplifies a very professional work ethic and manner, requiring a high level of student service and professionalism.

Organizational Status

Reports to the Administrative Manager and Manager of Admissions and Recruitment. Works closely with the Admissions Officer, Teacher Education Office (TEO) Program Coordinators [Managers], Associate Dean, Director, Faculty, students, staff and the public. Liaises with UBC Enrolment Services, and staff in other Faculty of Education departments/units.

Work Performed

ADMISSIONS AND RECRUITMENT

Application and Admission Processing:

- Upon completion of conditions and working with Admissions Officers, evaluates and confirms conditional BEd admissions, generates confirmation letters and follows up with those whose conditions remain outstanding
- admission if approved
- Oversees the submission of Personal Profiles (by students) and reference reports (by referees). Assigns reference reports to broad-based admission readers and contacts referees to verify information.
- Coordinates the Criminal Record Check (CRC) requests and liaises with the Ministry of Justice on electronic submission of requests for CRCs
- Monitors files with outstanding graduation and/or certification requirements and ensure they are accurately recorded and updated on the database. Follows up as required.
- Generates and signs admission and readmission letters of above categories.
- Coordinates timing of temporary staff assignments with the Management Team and supervises, trains, delegates, evaluates and oversees their work as required
- Documents and implements internal policies and procedures for admissions, updates and maintains the internal database
- Participates in Recruitment activities to support recruitment and retention of students to teacher education programs Document Control and File Maintenance:
Document Control and File Maintenance:

- Responsible for the control of documents and electronic records used in the admissions process; examines submitted documents for appropriateness and authenticity
- Extracts transcripts available on the SISC from other UBC departments such as Go Global and Enrolment Services
- Certifies original copies documents and submits stamped documents on behalf of the Faculty of Education to external stakeholders such as the Teacher Regulation Branch (TRB) and Teacher Qualification Service (TQS)
- Fulfills requests for documentation under the Freedom of Information and Protection of Privacy Act
Inquiries:

- Interprets and accurately communicates Faculty and University policies and procedures including admissions, registration, eligibility, course availability, deadlines, and refers complex inquiries appropriately
- Provide basic to moderately complex information on teacher education programs administered by the TEO including BEd, Diploma, Teacher Updater, Unclassified and Visiting students

PROGRAM SUPPORT
- Provides general administrative support to the Program Managers Practicum (elementary and secondary)
- Collects and collates data for various projects, lists, spreadsheets and statistics.
- Initiates, develops and maintains current and new data sorting systems and other administrative systems.

GENERAL
- Performs general front counter reception duties while on their shifts. This includes:

- booking and confirming advising appointments for prospective students
- greeting guests, visitors and students that come through the TEO front desk
- responding to the TEO s and the Faculty of Education s general information phone line in a professional manner
- distributing correspondence or announcements (hardcopy or electronic), mail, courier received in the TEO, as well as outgoing mail
- maintaining office and kitchen supplies and inventory; placing orders as necessary
- maintaining distributed print materials such as program information, assessment sheets, magazines and brochures at the reception area
- Assists in the logistics, preparation and organization of TEO events such as Awards Night, Faculty and Staff Orientation, information sessions/workshops, meetings, etc.
- Performs other duties as required. Undertakes special projects relating to clerical and general office support at the request of the TEO Management Team.

Consequence of Error/Judgement

Interactions with students, faculty, staff and the public are largely un

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