Support Services Asst Ii

2 weeks ago

University of British Columbia Okanagan campus, Canada University of British Columbia Full time

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant II

Job Title

Support Services Asst II

Department

UBCO | Support | Academic Scheduling | Enrolment Services

Compensation Range

$4,270.00 - $4,897.00 CAD Monthly

Posting End Date

May 1, 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

This position provides tier two support for processes and inquiries related to Enrolment Services which may include admissions, records and registration, evaluations, graduation, academic course scheduling, academic adhocs, exams scheduling and student systems.

Organizational Status

This position reports directly to the Manager, Records and Scheduling and maintains strong relationships with Enrolment Services staff on both the Okanagan and Vancouver campuses to ensure full and consistent service delivery. The position supports faculty and administrative units at the UBC Okanagan campus in matters related to student systems use and enrolment services procedures. The incumbent may interact with students on general inquiries and issues related to admissions, registration, and academic records. This position is expected to perform advanced analysis and troubleshooting to make recommendations to increase efficiency and process improvements in all areas related to this position. The position is in a state of evolution whereby duties may be added or removed as operational requirements are developed and refined.

Work Performed

1. Providing advanced analysis and recommends course of action for all work areas listed in this job description including:

- Collection and maintenance of business process and procedures in departmental knowledge base and providing feedback and recommendations for process changes to create efficiencies.

2. Providing training to faculty and staff in the processes and procedures pertaining to Enrolment Services functions at UBC and the use of student and scheduling systems by:

- Developing and delivering training to faculty and staff members in the use of the student systems. Systems may include Student Information Service Centre (SISC), Faculty Service Centre (FSC), and Scientia and Degree Navigator.
- Guiding students, staff and faculty on all aspects of the SISC, Student Service Centre (SSC), FSC, Scientia, and Degree Navigator on how to use the systems.
- Trouble-shooting problems arising in SISC, Student Service Centre (SSC), FSC, Scientia, and Degree Navigator.
- Assisting stakeholders to solve more complex registration problems including correcting student data.

3. Ensuring student records are correct by:

- Creating, reviewing, and publishing examination schedules in coordination with faculties to ensure processes are followed and deadlines are met.
- Creating, reviewing and publishing academic course schedules in coordination with faculties to ensure processes are followed and deadlines are met.
- Participating in the coordination of the graduation ceremonies.
- Creating and verifying the accuracy of information on parchments.
- Monitoring the distribution of graduation documents.
- Ensuring the correct policies and procedures are followed to ensure students records is a true representation of their time at UBC.
- Assisting and supporting student evaluations processes by reviewing reports generated from the SISC, verifying results based on Academic Calendar progression rules and correcting evaluation results as necessary.
- Assisting faculty to identify probation and fail standing students, and annotating student records as required.
- Monitoring evaluations and works with faculties to identify students with incomplete evaluations (eg missing Eligibility, missing grades).
- Working collaboratively with Enrolment Services staff to maintain quality control on the SISC.
- Booking space on the Okanagan campus for academic ad hoc event purposes.

4. Providing information services to faculty, staff, students, the university and the general public by:

- Keeping current on changes to policies and procedures related to Enrolment Services processes, and identifying potential issues and opportunities to improve.
- Ensuring Freedom of Information and Protection of Privacy (FIPPA) compliance.
- Providing information, direction and guidance to faculty and staff and often students. Service areas may include eligibility, admissions, transfer credits, class schedules, registration, examinations, grades, and graduation.
- Reviewing, understanding and accurately communicating complex regulations in the Academic Calendar and other Enrolment Services publications while identifying potential issues and opportunities to improve.
- Assisting staff and faculty in interpreting student records and student systems, to make informed decisions.
- Coordinating the process to ensure Degree Navigator is reflective of calendar requirements.
- Constantly reviewin

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