Civl Administrative Assistant

2 weeks ago

Vancouver, Canada UBC Full time

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr6)

Job Title
CIVL Administrative Assistant

Department
Student Support | Department of Civil Engineering | Faculty of Applied Science

Compensation Range
$4,449.00 - $4,676.00 CAD Monthly

Posting End Date
April 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
Organize student exams and develop a system for returning exams to students

Graduate Student Support

Tracks incoming graduate student acceptance and updates
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

Provides administrative assistance to instructors and staff as needed
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**:
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