Student Affairs Program Assistant

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr7)

Job Title

Student Affairs Program Assistant

Department

Student Services | Peter A. Allard School of Law

Compensation Range

$4,460.00 - $4,686.00 CAD Monthly

Posting End Date

March 21, 2024

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

They are also responsible for a variety of tasks to support the efficient administration, organization and operations of the Student Affairs Office; works with other members of the Faculty including Communications, HR and Finance to resolve issues of a complex nature.

Organizational Status

Reports to the Assistant Dean, Students and the Director, Academic Services. The position will also provide administrative support to the Associate Director, ILS, the Manager, Student Affairs, and the Allard Student Wellbeing Counsellor. May provide additional administrative support to the Student Affairs team, as directed by the Assistant Dean Students, and the Director, Academic Services

Work Performed

Student Support:- Maintains familiarity with other areas of the university, such as Enrolment Services, Student Development and Support Services (e.g. Counselling Services, Student Health Services, Centre for Accessibility, AMS, Campus Mail, etc.), and within the Faculty (Admissions, Career Services, Awards etc) in order to respond to routine enquiries about other unit’s service offerings.- Supports the booking of student appointments for members of the Student Affairs Office

Student Information:
- Uses SISC/Workday Student to create, update, and maintains databases, often managing private and confidential information; updates and retrieves information from databases to prepare reports, mail outs, surveys, etc. Verifies data for accuracy across campus and Faculty databases, reports, spreadsheets and records.-
- Accesses the university‘s online advising database (currently OAMS) and updates information and uploads documentation.- Assists in creating, designing, coordinating and compiling statistical and survey information using tools such as Qualtrics.- Files, maintains, and archives accurate student electronic records and hard copy dockets.

Communication:
- Maintains, drafts and inputs information on the Faculty, JD Students and Indigenous Legal Studies websites.-
- Copies, prints, collates, files, scans, packages and logs examinations, student examinations answers, and other materials.- Creates posters, advertisements and promotional materials in support of unit events.- Maintains and updates unit’s social media accounts.

Exam Administration:
- Arranges for Courier pickup and delivery of examinations from and to campus locations.- Assists with verifying format and data for examinations and grades.- Posts appropriate signage as required (e.g., exam signage, restricted time and access to study areas).- Sets up classrooms for exams and ensures there is sufficient seating

Event Coordination:
- Assists with Student Affairs and ILS event programming for students on campus during regular work hours.- Coordinates a variety of events for Student Affairs, ILS, and other Faculty events, from inception to tear down (catering, programs, invitations, RSVPs, follow ups, name tags, processing fees, paper work, signage, rentals, etc.).- Organizes annual (e.g. We Love Law Students) event in the department including planning, confirming funding, prioritizing, and ensuring preparations are complete (Design/develop materials for the production of Student Affairs events and promotional publications).- Coordinate ordering promotional items from internal and external sources annually.- Contributes to other events and aids events manager, when necessary.- Acts as liaison with student volunteers and student employees responsible for various seminars and events, and working within the unit.- May provide supervision to student workers.

Travel Bookings:
- Under the direction of the Manager, Student Affairs, coordinates travel bookings for students, Allard Law faculty, adjunct faculty, and external coaches or advisors, participating in experiential learning programs.

General Administration:
- Drafts correspondence and records minutes of meetings as required.- Coordinates committee meetings and other meetings as required.- Provides other administrative duties as required, such as ordering of supplies.

Consequence of Error/Judgement

This position represents the Allard School of Law in its dealings with local, national and international employers,

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