Undergraduate Student Support

4 weeks ago

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

The School of Architecture & Landscape Architecture (SALA) is a design school offering undergraduate, professional graduate, and post-professional graduate programs. The School includes a community of approximately 350 students, 60 full-time and adjunct faculty members and 13 administrative staff members. SALA is a close-knit community of scholars, designers, and makers brought together by a deep commitment to quality of life, place and environment through design, and to principles of equity, collaboration and community.

This student support position advises and provides complex information to both prospective and current students in support of SALA’s undergraduate design program. Duties of the position range from routine to complex and include student advising, recruitment, admissions, event planning and reception duties.

Occasionally the position will be required to work flexible hours during events.

Organizational Status
Works independently, with full initiative and considerable autonomy, seeking guidance, when necessary, from the Undergraduate Student Services Coordinator. Receives general direction from the Undergraduate Student Services Coordinator and reports directly to the Manager, Student Services and Recruitment.

Student Services and Advising

  • Provides front-line assistance to undergraduate students; responds to inquiries in general inboxes

  • Provides reception for the SALA MCML office, including course material and A/V sign out, ad hoc room booking, office equipment support, petty cash management and mail processing.

  • Advises current undergraduate students on complex queries concerning degree and promotion/advancement requirements.

  • Interprets and advises undergraduate students on official Calendar policy, procedures and regulations.

  • Functions as the first point of appeal for students who are not able to register.

  • Provides direction and advice to students regarding course availability, schedules and eligibility.

  • Determines students' eligibility for course registration and notifies students of the reason(s) for refusal.

  • Maintains and updates student files and records.

  • Prepares student services related forms and monitors their progression through to completion.

  • Processes course waivers and transfer credits.

  • Performs sessional evaluations.

  • Reviews and evaluates student records for graduation.

  • Analyses enrolment data and creates reports

  • Assists the Student Services and Recruitment Manager with academic events including orientations, studio and graduate project reviews and graduation.

  • Assists with student recruiting events such as job fairs and information sessions.

  • Performs other related duties as required.

Admissions Processing

  • Interprets complex inquiries to provide information and guidance to current and prospective students regarding routine and non-routine admission requirements, college transfers, appeal procedures, registration, course changes and other related academic policies and procedures.

  • Manages the BDES supplemental application including oversight of VidCruiter.

  • Provides training to faculty on the use of VidCruiter.

  • Acts as main point of contact between SALA and UBC Undergraduate Admissions.

  • Explains unfavorable decisions and university policies to applicants who have been refused admission.

  • Performs other related duties as required.

Summer Program Support

Assists the Student Services Manager with summer programming including Vancouver Summer Program (VSP) and SALA Design Discovery. This includes:

  • Email correspondence with prospective and registered students

  • Collects fees and payments and processes refunds where appropriate

  • Coordinating schedules and activities

  • Assisting with program events

  • Assembling course materials

  • Compiling and distributing student marks and completion certificates


Consequence of Error/Judgement
All information must be accurate and provided in a respectful, timely and supportive way. Failure to provide service that meets these standards may impact negatively on access to services, jeopardize student’s wellbeing, and result in increased risk to the University. Errors or incorrect decisions could result in direct costs, lost opportunities, delays for students and staff as well as damage to SALA’s and to the University’s reputation.

Supervision Received
Works independently under the general direction of the Undergraduate Student Services Coordinator and reports to the Manager, Student Services and Recruitment.

Supervision Given
This position is not responsible for supervision of any staff.

Minimum Qualifications
High School graduation, plus one 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

Ability to:
- work effectively independently, in a team environment and handle frequent interruptions
- exercise tact and discretion when discussing problems and eliciting sensitive or confidential nature
- prioritize, multi-task and work effectively under pressure to meet deadlines
- maintain accuracy and attention to detail
- demonstrated ability to effectively use word processing, spreadsheet, database and desktop publishing applications at a high level e.g., Outlook, MS Word, MS Excel, Adobe Acrobat, Access, PowerPoint, SharePoint, Workspace
- exercise judgment and initiative in problem resolution within a team environment.
- create reports and provide data
- communicate clearly and effectively verbally and in writing
- problem solve
- adapt to new and changing systems

Excellent interpersonal, customer service and organizational skills required to provide supportive and helpful demeanor to students, applicants and visiting students, faculty, department staff, other UBC and external professional contacts. Uses initiative, to identify potential or actual problems, investigate causes and resolve problems. Knowledge of UBC SISC and undergraduate student policies and procedures an asset. Strong organizational and time management skills required.

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