Student Services Assistant

University of British Columbia

Oct 24, 2024

Applications are closed

Job
Full-time
Mid Level
Customer Relations
People, HR & Administration
Vancouver

Requirements

High School graduation, plus two year post-secondary diploma, plus three 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
Thorough knowledge of university procedures and practices related to graduate and undergraduate programs as well as their application gained through experience is preferable
Thorough knowledge of office routines and general knowledge of the Sociology Department, Faculties of Arts and Graduate and Postdoctoral Studies and University policies and procedures
Experience working within a complex organizational structure; and understanding of the academic and public-sector environment
Preference given to those with knowledge of and experience with UBC student systems (SISC, Scientia, and eVision) as well as finance and human resource systems
Proven experience with MS Office products (Word, Excel, Outlook, Access) is required and preference given to those with demonstrated advanced experience with Excel
Proven experience with content management systems such as WordPress or other digital/social media platforms
Able to research novel problems, input and extract data, interpret and analyze findings, as well as communicate information both verbally and visually
Proven ability to be thorough, accurate, and attentive to detail
Able to understand and apply complex policies, procedures, technical information, and instructions
Able to resolve problems, prioritize, manage multiple tasks, and accept responsibility
Able to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals where appropriate
Able to communicate effectively and tactfully in both oral and written form, and to compose complex correspondence
Able to effectively resolve complaints in a calm, non-confrontational manner, and by exercising sound judgment
Proven ability to interact effectively, respectfully and positively with students, faculty, and staff
Able to anticipate problems and issues and plan ahead
Able to create and accurately maintain record and filing systems
Able to work effectively with minimal supervision
Able to identify and respond to contentious or politically sensitive issues with discretion
Able to exercise tact and discretion

Responsibilities

Provides front-line assistance to faculty, public, walk-in visitors, prospective, graduate and undergraduate students on Sociology student services and programs, redirecting to others as appropriate; including phone/email/in-person questions that require interpretation and knowledge of the discipline regarding all Sociology programs, including admissions
Manages Undergraduate email account, seeking guidance or direction from Program Manager and/or Manager of Administration for complex cases
Investigates and analyzes academic problems and works with the Program Manager to find resolutions
Works with Arts Advising on matters involving student academic consultation, under guidance and final approval from Program Manager, including but not limited to: registration issues, credit calculations, articulation of transfer credits, review of credit exclusion policy, authorizes exemptions, approves graduation, and edits program changes using Workday for Major/Minor/Honours Programs
Liaises with undergraduate students, including Sociology Student Association representatives regarding course changes, program changes or inquiries, and all general undergraduate related items.
Prepares student related forms and monitors students academic progression through to completion, and assists in report generation relating to all students as requested
Supports student-related events such as information sessions, professional development seminars, committee meetings, and department workshops, including: room bookings, speaker confirmations, catering, and the development and distribution of invites.
Acts as backup for the Program Manager to administer student finances, scholarships, and awards, supporting undergraduate award administration directly
Registers both graduate and undergraduate students, obtains class lists, transcripts, student information including awards, degrees, biographical and financial data on Workday and other UBC systems
Under supervision and with guidance from Program Manager, provides support for Graduate admissions; determines admissibility by evaluating transcripts for North American and International candidates according to guidelines, including performing GPA calculations for academic degree programs as stipulated by the Faculty of Graduate Studies for admission requirements and ensuring that candidates meet minimum academic criteria
Advises applicants in the area of admission criteria (i.e. program requirements, program planning, application requirements, immigration documentation, and employment authorization), investigates and resolves complex student requests
Assists with student data input in eVision; maintains and updates student files and records
Corresponds with applicants on status of application and follows up on missing documentation.
Prepares, maintains and distributes orientation information to new graduate students, answers queries regarding transportation, accommodations, etc.
Updates all admission letters and general correspondence when required.
Acts as backup support to Admin Coordinator for all course scheduling
Back up Departmental Timetable Representative (T-Rep)
Resolves concerns directly relating to course registration
Responsible for Course Evaluation coordination
Schedules final exams for all undergraduate courses; and in collaboration with the Admin Coordinator, the training and scheduling of exam invigilators
Acts as reception for main office; directing guests, queries, sorting mail and deliveries to locations
Acts as backup for Admin Coordinator to perform HR Analyst data entry for research and department student employment and appointments
Provides back up and overflow assistance to the Program Manager and Admin. Coordinator when required
Takes meeting minutes, drafts or edits reports as required, and meets regularly with Program Manager
Performs other related tasks consistent with classification.

FAQs

What is the compensation range for the Student Services Assistant position?

The compensation range for the Student Services Assistant position is $4,449.00 - $4,676.00 CAD monthly.

What qualifications are required for this position?

A high school graduation plus a two-year post-secondary diploma and three years of related experience are required, or an equivalent combination of education and experience.

When is the application deadline for this job?

The application deadline for this job is October 29, 2024, at 11:59 PM.

What responsibilities does the Student Services Assistant have regarding student admissions?

The Student Services Assistant provides support for graduate admissions, evaluates transcripts for admissibility, advises applicants on admission criteria, and assists with student data input in eVision.

Who does the Student Services Assistant report to?

The Student Services Assistant reports to the Manager of Administration and works under the supervision of the Program Manager as well as the Chairs of Graduate and Undergraduate Studies.

Is prior experience with UBC student systems preferred for this role?

Yes, preference is given to candidates with knowledge and experience with UBC student systems (SISC, Scientia, and eVision), as well as finance and human resource systems.

What type of support does this position provide for undergraduate students?

The Student Services Assistant provides front-line assistance on Sociology student services and programs, manages the undergraduate email account, investigates academic problems, and liaises with undergraduate students on course and program changes.

Does this position require the ability to work independently?

Yes, the Student Services Assistant is expected to work independently in support of the Program Manager and other departmental leadership.

What experience is preferred for this role?

Preferred experience includes thorough knowledge of university procedures related to graduate and undergraduate programs, experience within a complex organizational structure, and proven experience with MS Office products, particularly Excel.

What are the working conditions for the Student Services Assistant position?

The position involves working in an office environment, interacting directly with students, faculty, and staff, and handling time-sensitive tasks with firm deadlines.

University of British Columbia

Education

Industry

10,001+

Employees

Mission & Purpose

The University of British Columbia is a public research university in British Columbia, Canada. Founded in 1908 as the McGill University College of British Columbia, the university became independent and adopted its current name in 1915