Student Success and Support Officer
1 week ago
The University of British Columbia's Department of Civil Engineering is seeking a highly organized and detail-oriented Undergraduate Student Support Specialist to join our team. As a key member of our Student Services team, you will play a vital role in ensuring the smooth operation of our undergraduate program and providing exceptional support to our students.
Key Responsibilities:
- Program Administration:
- Coordinate the graduation adjudication process, ensuring grades for all fourth-year students are uploaded in a timely manner.
- Administer undergraduate awards, working closely with the Associate Head and Manager, Student Services.
- Facilitate student course registration, maintaining registration waitlists and communicating with students regarding their course registration status.
- Restrict enrollment to upper-level courses.
- Review and update Degree Navigator reports and other resources to help undergraduate students understand their degree requirements and progression.
- Ensure student compliance with prerequisites and continuation requirements by tracking progress and identifying problems.
- Manage student records for all undergraduate students, in line with University policy.
- Student Advising & Engagement:
- Respond to written, email, and oral inquiries of an interpretive nature.
- Provide information and advice to undergraduate and graduate students on course registration, program requirements, resources on campus, and student wellness.
- Direct curriculum-related inquiries to the appropriate Civil Engineering academic advisors and complex student advising to the Manager, Student Services.
- Communications:
- Act as the primary point of contact for undergraduate students, sending key program information via email and other communication channels.
- Makes arrangements for examination invigilation and relays information to instructors and teaching assistants.
- Communicate and liaise with faculty, department staff, and UBC partners to achieve operational and administrative objectives.
- Event Coordination:
- Arrange and oversee coordination for the Department's presence at key recruitment events, such as the APSC Open House and First Year Program Fair.
- Work closely with the Associate Head to coordinate the following:
- Communicate with the Dean's Office to coordinate and organize lab tours, luncheons, t-shirts, and volunteers.
- Collaborate with the Manager, Communications to create recruitment materials, including brochures, posters, and postcards.
- Work closely with the Civil Club President to coordinate club volunteers.
- Organize faculty schedules for assigned lab tour timeslots.
- Organize and purchase all giveaways (i.e., swag).
- Arrange for faculty and student volunteers to be available for the duration of the program fair.
- Coordinate setup and takedown of Civils' booth.
- If necessary, prepare materials, such as program information, etc.
- General Administration:
- Provide senior secretarial support to the Associate Heads and Manager, Student Services, identifying and communicating high-priority requests.
- Coordinate meeting times, send invitations to faculty and staff, create agendas, prepare meeting materials, take minutes, and document critical decisions.
- Assist department staff with CEAB accreditation preparation, as needed, and support the Department's graduate attributes and program improvement process.
- Oversee the updating of UBC Academic Calendar pages relevant to the Department of Civil Engineering.
- Provide support to faculty for uploading grades on the FSC or assignments, lecture notes, and class announcements on the Canvas platform.
Requirements:
- High School graduation, plus a two-year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one's own.
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.
- Intermediate computer experience required, including Word, Excel, Access, PowerPoint, UBC-SISC Student Information Service Center, UBC-FSC, Faculty Service Center, Outlook, and Internet.
- Ability to exercise tact and discretion when dealing with confidential information.
- Ability to deal with a diversity of people in a calm, courteous, and effective manner.
- Ability to listen actively and attentively, and obtain clarification as required.
- Ability to analyze problems, identify key information and issues, take initiative, exercise good judgment, and effectively resolve problems.
- Ability to maintain accuracy and attention to detail.
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