Student Services Assistant

University of British Columbia•Vancouver, BC

1d•CA$4,314 - CA$4,532•Hybrid

About The Position

As a member of the Department of History’s Student Services Team, the Student Services Assistant serves as the first point of contact for all current and prospective students in the Department of History, providing information and assisting in the resolution of complex issues. The incumbent provides course, program, student, TA and administrative support across both the undergraduate and graduate programs by portfolio, as well as handling events, communications and website updates related to student services. Their portfolio includes straightforward scheduling, non-instructor TA positions, and the less intensive masters students admission process.

Requirements

High School graduation, plus one year of post secondary education, 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

Nice To Haves

Effective oral and written communication.
Experience working with students or in a student support role.
Analytical ability and moderate to advanced competency with Excel.
Experience using UBC systems including Workday, eVision, SISC, Scientia, Blue, WordPress.
Experience working within a complex organizational structure; and understanding of the academic and public-sector environment.
Strong organizational and interpersonal skills.
Ability to effectively communicate verbally and in writing.
Ability to research novel problems, input and extract data, interpret and analyze findings, as well as communicate information both verbally and visually.
Ability to work in a team.
Ability to interpret and implement policies and procedures.
Ability to write for various audiences and contexts.
Ability to be thorough, accurate, and attentive to detail.
Proven ability to interact effectively, respectfully and positively with students, faculty, and staff.
Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
Demonstrated commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Responsibilities

Implements summer and winter schedules as directed by the SSM, AHU and AHG for the more straightforward course levels (no discussion sections, smaller sizes) in all relevant software and platforms.
Updates course caps, classrooms, schedules and makes other course related changes as directed
Arranges Student Evaluations of Instruction (SEoI), ensuring all faculty and Teaching Assistants have their courses properly reviewed
Coordinates final exam requests and standing deferred exams
Prepares documentation, tracks, and ensures accuracy of curriculum items in UBC Calendar
Acts as lead hand to TA’s for 300 level courses, including onboarding new students, ensuring that required training is completed, tracking attendance at orientation and other events, coordinating supervisor check-ins and reviews, and coordinating room bookings for office hours.
Initiates and monitors TA appointments in Workday as HR Analyst
Prepares, distributes and tracks TA offer letters, as directed by the SSM
Handles masters admissions processes in eVision including: receiving and tracking online applications, providing initial analysis of transcripts, addressing missing information, sending completed files to the Graduate Committee, implementing Committee admissions decisions, preparing official rejection and acceptance letters as well as the welcome package for incoming students.
Maintains current and historical MA student records across multiple spreadsheets
Coordinates the language requirement for graduate students under current department policy
Provides information to potential and existing students on all aspects of primarily History’s undergraduate program (admissions, academic policies and requirements, awards and scholarships, program procedures, course scheduling, etc.).
Acts as the front-line receiver of student concerns or complaints connected with courses, instructors, or registration, referring students with complex or difficult issues to the Undergraduate Advisor or Students Services Manager, as appropriate
Updates and creates posters, news items, social media posts as per the History Comms Guide, primarily for student related content.
Plans and coordinates events, publications and initiatives as they pertain to students and programs.
Provides direct event support including AV setup, catering, room bookings, setup and cleanup.
Develops innovative content for student program websites and recruitment materials in collaboration with the Student Services Manager
Sits at main reception desk and handles all frontline enquiries, supporting or re-directing as appropriate.
Posts TA job ads under the direction of the SSM/Administraton
Provides staff support to the Undergraduate Committee, including scheduling meetings, handling hybrid AV requirements, taking minutes, and providing other support as needed
Assesses eligibility for undergraduate financial awards, provides recommendations to departmental awards committee
Prepares data and analysis for the first draft of the Undergraduate Annual Report
Updates position manual, guides and other materials related to their position
Responsible for the care and maintenance of relevant sections of History’s outward and inward facing websites
Share responsibility for on-site duties: answering the phone, distributing mail, photocopier support, greeting walk-ins, handling immediate facilities issues, etc.
Provide backup on (critical) services to other positions as those services align with their own work.