Document Coordinator

1 week ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 2 (Gr3)

Job Title

Document Coordinator

Department

Applicant Services | Undergraduate Admissions | Enrolment Services

Compensation Range

$4,208.00 - $4,316.00 CAD Monthly

Posting End Date

April 23, 2024

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

Job End Date

This is a CUPE 2950 sessional position. The role is active between November and May, and is placed on layoff in summer and early fall.

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

Organizational Status

The Document Coordinator works as part of the Undergraduate Admissions team, and reports to the Manager of Applicant Services. They regularly liaise with faculty and staff from across campus as well as staff from other units within Enrolment Services.

Work Performed

Document Control
- Sorts all incoming documentation (transcripts, test results, reference letters, immigration documents, correspondence from departments, recommendations for admission, correspondence from students and prospective students etc.) according to category, priority and document process; uses discretion in identifying incoming documentation that should be fast-tracked or handled outside of normal procedures.
- Assists in scanning incoming hard-copy documentation, attaches the electronic images to the appropriate applicant files in SISC and routes to appropriate workflow queues. Maintains accurate and up-to-date statistics of incoming documentation and ensures documents flow through admissions process in a timely way.
- Undertakes periodic purging of outdated documents from storage according to established procedures.
- Fulfills requests for documentation under the Freedom of Information and Protection of Privacy Act.
- Assists with maintaining a systemic storage system for all hardcopy student records received by the Undergraduate Admissions office. Files hard-copy documentation as appropriate.
- Logs, files and distributes irreplaceable documents.
- Locates misplaced documentation and, where this is not possible, contacts issuing institutions for replacements.

Mail and Print Material
- Assists in assembling recruitment materials for shipping.
- Coordinates with campus and external partners on the delivery, storage, and maintenance of supplies for print materials.
- Maintains the supply of paper, letterhead, and envelopes for the Enrolment Services unit. Submits orders if necessary.
- Placing order for paper and envelopes in high quantities as needed.
- Works with campus partners in coordinating the delivery of print materials to Brock Hall. Storing of excess material in external locations and replenishing local supply as needed.

Recycling expired print materials on an annual basis, as well as recycling electronic waste appropriately.

Grade Entry and Linking
- Conducts grade entry into student record as required to assist with credit assignment and evaluations.
- Links documents in image software to student number.

Document Processing
- Reviews and processes thousands of electronic documents using the Verifier software making sure to match the appropriate document to the correct student.

Other Administrative Duties
- The Document Coordinator assists the Coordinator Team Leads upon request.
- Assists with organizing team building events throughout the Admissions busy period.
- Assists with for catering for the unit during overtime.
- Other duties as required.

Consequence of Error/Judgement

Interactions with applicants and students, other UBC staff including faculty representatives, staff at other academic institutions and the public are largely unsupervised, and tact and professionalism is required at all times. Negative interactions can result in damage to UBC s reputation and discourage qualified applicants from attending UBC. Judgment is required when an issue needs to be referred to another staff person or another office. Inappropriate decisions can result in someone feeling as if they have been given the run-around and generally poor service by UBC.

The Document Coordinator is expected to exercise judgment and discretion when possible and, when the advice or guidance of a more senior staff person is required, the incumbent is expected to provide all relevant information as well as possible solutions when appropriate.

The improper disposal of confidential information can create liabilities for UBC with respect to its duties under the Freedom of Information and Protection of Privacy Act, damage UBC s reputation, and discourage qualified applicants from attending UBC.

Super

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