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 Hourly - Support Services Assistant II

Job Title

Support Services Asst II

Department

UBCO | Leadership Team | Irving K. Barber Faculty of Science

Compensation Range

$30.05 - $34.47 CAD Hourly

Posting End Date

August 19, 2023

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

Job End Date

Aug 21, 2024

Job Description Summary

This position will provide student, faculty and financial related administrative support to the Department Head, faculty and staff in the Department of Computer Sciences, Physics, Mathematics and Statistics. This includes assisting with the education plan and timetabling; student registration and hiring, and assisting with departmental financial processes. This position exercises initiative and judgment to assess and respond to issues and to resolve administrative problems, works effectively using database and web-based programs and performs general routine office procedures.

Organizational Status

This position reports to the Department Head for day-to-day activities related to administrative support, and to the Director, Strategic Partnerships and Operations with regards to conditions of employment and University, Faculty and Departmental policies and procedures. This position interacts with students, staff, faculty members, Enrolment Services, Student Development and Advising, Human Resources, Finance Operations, Facilities Management and other faculties and schools administration.

Work Performed

Education Plan, Course Scheduling and Registration- Assists with the Department’s Education Plan, timetabling, and scheduling processes- Maintains the Department Education Plan by performing data entry at Department Head’s direction- Drafts the Summer timetable for the Department Head’s review/approval- Inputs the Education Plan (exclusive of Professional Programs) into the Web Data Collector (WDC) for the Winter and Summer sessions- Collects and inputs instructor availabilities in WDC- Programs course Modes of Delivery (MOD) and subsequent changes in SISC; communicates changes to students and Faculty contacts as applicable; requests room removals- Works directly with the Lab Manager (Physics/Astronomy) to determine lab schedules in Department restricted space for WDC entry- Assists the Department Head with annual Degree Pathway reviews; communicates Degree Pathway changes to Academic Scheduling/Enrolment Services- Collects feedback from the Associate Heads, Program Advisors, and Faculty for the Department Head’s review/approval regarding course scheduling rules, course conflicts/issues, and instructor availabilities during the scheduling process; submits and tracks required changes to Enrolment Services- Attends meetings with Enrolment Services and impacted discipline Associate Heads for course conflict resolution and scheduling of unscheduled sections- Manages course scheduling by adding and removing course sections (lectures, labs, tutorials and/or seminars) as required in accordance with established guidelines. This involves close monitoring of enrolment and waitlists of courses, reporting course demands to the Department Head, and rescheduling sections into appropriate rooms while minimizing student registration impact (due to size, facilities and timetable conflict).- Submits scheduling requests pre
- and post-schedule as approved by the Department Head (course addition, course cancellation, section addition, room change, time change, instructor addition/removal)- Assists with student registration; records and communicates appropriate changes to student records in the Student Information Service Centre (SISC)- Notifies students of course expansions or cancellations inclusive of new lectures, labs, tutorials and/or seminars as applicable- Assists with prerequisite and corequisite course checks; reviews and sends missing activity notices in accordance with established guidelines; reviews conflicted registrations and contacts applicable Faculty administration in accordance with Department and Faculty policy; notifies students as required before the add/drop date each term based on established guidelines- Assists with processing prerequisite waiver and corequisite waiver requests; registers approved students to appropriate sections; updates student records with applicable approval or denial notations- Assists with processing XMT approvals and registers students to appropriate XMT sections

Administrative and Department Financial Process Support-
- Manages the administration and hiring processes of all undergraduate student hires inclusive of Undergraduate Teaching Assistants (UTA), Undergraduate Academic Assistants (UAA), Markers, and Work Study/Work Learn students- Collects, records, uploads, files and/or appropriately disposes of all confidential documents required for student hires (personal data, study permits, SIN numbers)- Provides Wo

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