Student Services Coordinator

University of British Columbia•Vancouver, BC

3d•CA$4,739 - CA$5,102•Hybrid

About The Position

As a member of the Department of History’s Student Services Team, the Student Services Coordinator provides complex support to History Honours students and the Student Services Manager. The incumbent is Responsible for coordinating the day-to-day student information support operations for assigned undergraduate and graduate portfolios, including overseeing work processes, establishing work schedules and priorities for the Student Services Assistant, and resolving complex student inquiries related to Honours program admission, registration, requirements, and completion.

Requirements

High School graduation, plus 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

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 interpret and implement policies and procedures.
Ability to work in a team.
Ability to prioritize and work effectively under pressure to meet deadlines.
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

Coordinates all aspects of admission in consultation with the Honours Chair, including updating and managing the online admissions portal, determining students’ eligibility and suitability for admission, communications on admissions results, registration support, admitting successful students and advising them on their academic program requirements
Trouble-shoots issues arising for new and returning students with complex registration problems. Adjusts course seat releases and registration as required
Works with Arts Advising to resolve issues concerning credits, T-Standing, and Honours program changes
Provides guidance and information to the Honours Chair on program policies, evaluating and making recommendations on improving honours related processes, such as admissions
Monitors and follows up on students’ course enrollments and progress through their program
Coordinates honors thesis submission process including providing guidelines to students, examiners, supervisors, and Honours Chair and working with librarians to ensure thesis submissions are completed in UBC cIRcle in a timely manner
Maintains current and historical Honours students’ records across multiple spreadsheets and platforms
Implements summer and winter schedules as directed by the SSM and AHU for the more complex course levels (ex. those with discussion sections and Honours program courses) 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
Prepares documentation, tracks, and ensures accuracy of curriculum items in UBC Calendar
Coordinates final exam requests and standing deferred exams
Acts as lead hand to TA’s for 100 (which includes TA’s who are leading discussion sections) and 200 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.
Escalates complex issues and concerns to the Student Services Manager and/or Administrator as appropriate
Prepares, distributes and tracks TA offer letters, as directed by the SSM
Initiates and monitors related TA appointments in Workday as HR Analyst
Coordinates doctoral admissions processes in eVision including: receiving and tracking online applications, providing initial analysis of transcripts, addressing applicant queries, addressing missing information, sending completed files to the Graduate Committee, implementing Committee admissions decisions; preparing official rejection and acceptance letters as well as preparing the welcome package for incoming students
Monitors grad student progress reports, compiles information related to progress, does initial analysis of progress data for the SSM
Maintains current and historical student records across multiple spreadsheets and platforms
Advises honours students and resolves complex inquiries on program policies, application, admission, registration, program requirements and completion
Attends and takes notes at disciplinary meetings involving student misconduct.
Provides backup support on both generic student email accounts ([email protected] and [email protected]) as needed
Refers students to appropriate support services both on and off campus as needed (Counselling Services, Student Health Service, International Student Development, Enrolment Services Advisors, Student Housing), or to related University units.
Stays current with all relevant UBC, Faculty of Arts and History Department policies and procedures as well as collective agreements, providing instruction, guidance and straightforward interpretation to all members of the community.
Oversees work processes, establishing work schedules and priorities for the Student Services units
Provides staff support to the Graduate Committee, including scheduling meetings, handling hybrid AV requirements, taking minutes, and providing other support as needed
Assesses eligibility for graduate and open financial awards; provides recommendations to departmental awards committee
Prepares data and analysis for the first draft of the Graduate and Honours Annual Reports
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
Backup support for HRA faculty
History staff currently have a hybrid work arrangement of 3 days minimum in office (post probation); to support this initiative, all staff 1) share responsibility for on-site duties: answering the phone, distributing mail, photocopier support, greeting walk-ins, handling immediate facilities issues, etc. and 2) provide backup on (critical) services to other positions as those services align with their own work.