Student Support Specialist

4 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Student Info Support 3b (Gr6)

Job Title

Student Support Specialist

Department

Academic Services | Engineering Student Services | Dean’s Office | Faculty of Applied Science

Compensation Range

$4,319.00 - $4,540.00 CAD Monthly

Posting End Date

November 19, 2023

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

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

Student Support Specialists in Engineering Academic Services (EAS) are responsible for providing comprehensive student and administrative support in order to support the academic success, personal and professional development, and retention of more than 5,000 Bachelor of Applied Science (BASc) students. The incumbent serves as the first point of contact for students, faculty, staff, and various stakeholders who are seeking information and advice on the Engineering program on topics such as admission, program requirements, course registration, degree requirements and status, and transfer credit.

Engineering Academic Services is responsible for providing academic advising for first-year students through to progression into their second year of studies. The unit has oversight for academic processes for students at all year levels such as academic concession, Second Year Placement, graduation adjudication, and sessional evaluation.

The BASc program at the UBC Vancouver campus offers 14 programs, each with its own set of complex and unique degree requirements requiring EAS staff to maintain knowledge of a wide array of program offerings and requirements. Additionally, the Faculty of Applied Science spans both the Vancouver and Okanagan campuses, requiring staff to have cross-campus knowledge and the ability to collaborate with colleagues on both campuses and support students who move between the two campuses. Students may progress into the Faculty from UBC’s Vantage College Engineering stream, necessitating EAS staff understand the College and its curriculum.

In addition to providing high quality and student-centered services, this position has a substantial focus on processes and using technology and systems to create efficiencies and automations in workflow in order to provide accurate and efficient information to stakeholders.

Organizational Status

Reports to the Student Support Manager as part of the Engineering Academic Services team. Incumbent works independently, with initiative, and autonomy and works collaboratively with members of the EAS team, colleagues within the Faculty of Applied Science, Program Advisors, Enrolment Services, and other stakeholder groups.

Work Performed

Student Support
- Investigates complex inquiries to the point of resolution, escalating only the most complex issues for which no formal policy, procedure or precedence exists
- Assesses inquiries and requests, identifies non-standard inquiries, or at-risk behavior and triages appropriately
- Effectively uses student systems such as the SISC, OAMS, and Degree Navigator to interpret information and requirements, in order to provide accurate information to students. Updates information in systems in order to maintain accurate student records
- Acts as a resource for faculty and staff on SISC, OAMS, and Degree Navigator
- Represents the Faculty of Applied Science at information sessions such as the Engineering Open House, and Registration Sessions for newly admitted students
- Performs graduation checks by reviewing first year requirements, complementary studies, and Degree Navigator to ensure student is on track to degree completion. Follows up with students as required

Technological and Administrative Support
- Identifies, develops, implements, assesses, and documents procedures for creating efficient office workflows using technology such as SharePoint. Leads the office towards paperless systems. For example - moves paper-based processes online, automates communications to students, tracks processes and data, and manages information and workflows
- Collects and compiles instructor submissions for student academic misconduct. Liaises with Dean’s Office on each step of misconduct cases. Manages and provides staff training on the multiple systems used in the process. Assists with writing letters and preparing complex files to be submitted to the President’s Advisory Committee on Student Discipline
- Provides administrative support to the office, including file management, mail merges, registration processing, taking minutes, and compiling data and reports
- Makes website updates, updates stud

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