Student and Office Support Specialist

4 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title

Student and Office Support Specialist

Department

Student Services Support | Dean's Office | Faculty of Forestry

Compensation Range

Posting End Date

March 4, 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 Student Services team in the Faculty of Forestry (FOR) currently supports 1200 undergraduate students studying in five distinct Bachelor of Science and 1 Bachelor of Urban Forestry degrees, and provides academic, career, student development and wellness advising and programming. Starting in 24W we will have to continue supporting all of those degrees while also welcoming students in our new Bachelor of Science in Natural Resources and the Bachelor of Indigenous Land Stewardship degrees, effectively bring the number of degrees supported by our Student Services Team to 8. The Student Support Specialist (administrative) position will take the lead on most of administrative tasks currently being done by the Academic Advisors.

Organizational Status

This position reports directly to the Director of Student Services and will assist the Associate Dean, Student and Associate Dean, Academic and the Director of Curriculum with their schedules as well as major projects implemented from their offices.

Given the incumbent works as an actively contributing member of the Forestry Student Services team, they will also receive direction from the Forestry Academic Advisors, Student Engagement Officer and Co-op Coordinator.

Must be familiar with other areas of the university such as Enrolment Services, Student Development and Support Services (Counselling Services, Career Services, Student Health Services, Centre for Accessibility, AMS, The Centre for Teaching, Learning and Technology, etc.) as many students will need the appropriate referrals once they have come to Forestry Student Services.

This position is expected to have the capacity to work independently and exercise good judgement under direction from the Director.

Work Performed

This position shares administrative duties with the current Student Support Specialist, and would be required to:

- Provide accurate information to prospective and current FOR Students, other UBC students who wish to transfer to the Faculty, as well as the general public regarding admission requirements, registration, transfer credit, academic concessions, FOR degree requirements and other basic student matters. Example duties include, but are not limited to, providing advice on how to resolve course planning issues and registration conflicts, creating waitlists, moving students off wait lists as seats become available, determining why a student’s registration is blocked, explaining what students need to do to remove the block, etc.
- Use Workday Student’s Degree Progress Report (DPR), and exercise judgment to make decisions about whether students should add or drop courses, check availability of courses, and obtain or update student information, academic records, as required
- Prepare and send internal student communications and ensure updates are made to advising schedules on the FOR website and it is accurate and functional
- Be a Faculty Timetabling Rep (TRep) and organize ad-hoc exam requests; ensure accurate timetabling and scheduling of FOR undergraduate courses and exams. Example duties include, but are not limited to, scheduling new courses, rescheduling existing courses, and collecting and submitting final and SD exam requests

Consequence of Error/Judgement

As a representative of the Faculty and the University, and as a contributing member of the Forestry Student Services team, the incumbent is expected to provide a high level of customer service and must exercise a great deal of judgement and initiative in handling matters of both a routine and non-routine nature, requiring the interpretation of University and Faculty policies, procedures and guidelines. Information must be accurate and provided in a respectful, timely and supportive way. The incumbent will at times have concurrent timelines and will be required to exercise judgement in establishing priorities and carrying work through to completion in a timely manner under general supervision Failure to provide service that meets these standards affects the reputation of the Faculty and/or the University. The incumbent exercises considerable judgment and sensitivity to diverse cultural backgrounds, and must demonstrate tact and discreti

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