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Undergraduate Student Support Specialist

2 months ago

Vancouver, British Columbia, Canada The University of British Columbia Full time
Job Summary

The Student Services team at UBC's Department of Civil Engineering plays a vital role in delivering undergraduate and graduate degree programs in Civil Engineering. Working closely with multiple stakeholders, including faculty, staff, students, University partners, and alumni, the team ensures an exceptional student experience.

This Undergraduate Support role oversees administrative tasks to ensure the smooth operation of our undergraduate program and provides senior administrative and secretarial assistance to Associate Heads, the Manager, Student Services, and faculty members. This includes coverage of the Graduate Support role when colleagues are away, requiring knowledge of UBC and departmental policies and procedures related to supporting graduate students.

The Undergraduate Support role provides coordination and support in areas like exam scheduling, course and program evaluations, registration, curriculum, and classroom booking. This role exercises independent initiative and judgment, scheduling priorities, and coordinating departmental policies and procedures. It also provides information and advice to undergraduate and graduate students on course registration, program requirements, resources on campus, and student wellness.

Key Responsibilities

  • Facilitate the graduation adjudication process by coordinating with instructors to ensure grades for all fourth-year students are uploaded in a timely manner.
  • Coordinate the NSERC USRA/Work Learn International Undergraduate Research Awards, acting as a liaison to the Deans office, handling applications, and verifying eligibility.
  • Administer undergraduate awards, working closely with the Associate Head and Manager, Student Services, submitting award nominations and recommendations on behalf of the department.
  • Assist with 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 through the program.
  • Ensure student compliance with prerequisites and continuation requirements by tracking progress using Degree Navigator, identifying problems, and bringing cases of failure to meet requirements to faculty advisors for resolution.
  • Manage student records for all undergraduate students in line with University policy.
  • Assist with ad-hoc room booking for lectures, tutorials, and midterm exams.
  • Provide support for Civil Engineering student teams and their activities, including facilitating department funding of teams and clubs.
  • Maintain the Undergraduate Support manual/notebook, ensuring it is thorough, accurate, and up-to-date.
  • Compile reports using statistics and other course and program data.

Student Advising & Engagement

  • Respond to inquiries from undergraduate and graduate students on course registration, program requirements, resources on campus, and student wellness.
  • Provide information and guidance to students on the UBC departments to be contacted for non-Civil Engineering program inquiries and departmental and UBC policies and procedures relating to their programs.
  • Direct curriculum-related inquiries to the appropriate Civil Engineering academic advisors and complex student advising to the Manager, Student Services.
  • Support the development of programming aimed at engaging Civil Engineering students with the department and enhancing their student experience.

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 the Instructors and Teaching Assistants.
  • Communicate and liaise with faculty, department staff, and UBC partners to achieve operational and administrative objectives.
  • Responsible for taking and selecting photos from relevant events for use in communications and on social media.
  • Perform administrative duties like drafting correspondence, updating manuals, and ensuring departmental websites are up-to-date.
  • Support communications staff in maintaining the department website, with a focus on pages relevant to undergraduate students.
  • Design and develop presentations for Engineering Open House and Imagine Day.

Collaboration with Graduate Support Staff

  • Prepare appointment packages for teaching assistants and markers.
  • Determine teaching assistant requirements for exam invigilation duties, assign them to courses, and ensure sufficient coverage.
  • Provide coverage for critical graduate program administration tasks when colleagues are away, including course registration, student advising, and supporting the Associate Head & Graduate Advisor.
  • Support the graduate program admissions process, including corresponding with prospective students, receiving and maintaining graduate application files, and preparing graduate application files for review by faculty.
  • Perform other tasks related to graduate student support under the direction of the Manager, Student Services.

Event Coordination

Recruitment Events

Arrange and oversee coordination for the Department's presence at key recruitment events like the APSC Open House and First Year Program Fair. Work closely with the Associate Head to coordinate:

  • 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 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 the Civils' booth.
  • If necessary, prepare materials, such as program information, etc.

Vancouver Summer Program

Work with the Vancouver Summer Program (VSP) staff to coordinate the Civil Engineering department's VSP offering:

  • Coordinate orientation, social events, and tours.
  • Provide administrative support to involved Civil faculty.
  • Manage the Civil booth for a mini-grad fair event.
  • Assist with VSP student arrivals.

CIVL Undergraduate Orientation (Imagine Day)

  • Work under the direction of the Manager, Student Services, with input from the Department Head and Associate Head, to prepare the agenda, logistical, and other materials for the Department's Imagine Day orientation session.
  • Support the Associate Head in planning the agenda, planning of events, managing registration, and planning and organization of the scavenger hunt (i.e., team selection, scavenger hunt questions, etc.). Arrange for team prizes after the day's event.

Graduation Reception

  • Work closely with the Manager, Student Services to organize a graduation reception for graduate and undergraduate students each May.

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. Present information at meetings.
  • Assist department staff with CEAB accreditation preparation, as needed, and support the Department's graduate attributes & 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.
  • May participate on the HSE Committee as a CUPE representative.
  • Perform other duties as required.

Consequence of Error/Judgement

The position requires a thorough knowledge of office procedures and regulations, software, and technology, and the ability to work independently and with good judgment. The impact of poor organization or poor decision-making would be a serious matter. Errors could result in the dissemination of incorrect information. Incorrect decisions, including lack of prioritizing, may adversely affect the Department's image and delay the processing of associated work.

Supervision Received
The position reports to the Manager, Student Services. Works independently under broad supervision. Work is performed by broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently. Incumbent handles most undergraduate matters independently, referring problems to appropriate faculty advisors. Receives direction from Associate Heads and faculty members on special requests and projects.

Supervision Given

Occasional supervision of project-based work-learn students.

Coordinates and schedules day-to-day work.

Monitors performance and provides feedback to the manager.

Provides input and makes recommendations for recruitment and selection of work-learn students.

Trains new work-learn students on work procedures.

Resolves personnel issues.

Minimum Qualifications
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

Preferred Qualifications

Training in office procedures at an intermediate level. Experience in providing administrative assistance to senior executives.

  • Intermediate computer experience required, e.g., Word, Excel, Access, PowerPoint, UBC-SISC Student Information Service Center, UBC-FSC, Faculty Service Center, Outlook, 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.