Job Posting – Student Services Advisor

The Student Services Advisor works as part of the Student Service Office team and is responsible for providing front-line assistance to current and prospective graduate and undergraduate students in the Department of Sociology. Job ID: 37804.

Full job posting below:

Job Posting – Student Services Advisor

Job ID:                                   37804

Location:                              Vancouver – Point Grey Campus

Employment Group:       CUPE 2950 (Cler/Secr/Library)

Job Category:                     CUPE 2950 Grad Student Support

Classification Title:           Grad Student Support 2 (Gr6)

Business Title:                    Student Services Advisor

VP/Faculty:                         Faculty of Arts

Department:                      Sociology

Salary:                                   $45,660.00 (Annual)

Full/Part Time:                  Full-Time

Ongoing:                              Yes

Desired Start Date:          08/04/2020

Funding Type:                    Budget Funded

Closing Date:                      07/18/2020

Available Openings:        1

Job Summary

As a member of the Student Service Office team, the incumbent is primarily responsible for providing front-line assistance and information to current and prospective graduate and undergraduate students in the Department of Sociology as well as assisting the Senior Student Services Advisor (SSSA) in the delivery, development and evaluation of academic advising, admissions, teaching assistant hiring, and student services. The incumbent is also responsible for the scheduling of graduate and undergraduate courses of the Department (generating and updating course schedules, entering and updating scheduling information into UBC course scheduling systems, and confirming all of the online information about the Department’s course offerings are accurate and up-to-date).

Organizational Status

The incumbent reports to the Manager of Administration and works under the supervision of Senior Student Services Advisor as well as the Chairs of Graduate and Undergraduate Studies.  The incumbent may provide direction to Work Learn student employees.

Work Performed

Student Services and Administration (40%)

1. Provides front-line assistance to faculty, public, prospective, graduate and undergraduate students on Sociology student services
2. Responds to general queries concerning degree and promotion advancement requirements, as well as program and funding deadlines
3. Investigates and analyzes academic problems and works with the Senior Student Services Advisor to find resolutions
4. Functions as the first point of appeal for students who are not able to register. Provides basic direction to students regarding course availability, schedules and eligibilities
5. Maintains and updates student files and records. Assists in report generation on undergraduate and graduate students, registration, grades and other items as requested by Department Committees, Department Head and/or Manager of Administration
6. Prepares student related forms and monitors students’ academic progression through to completion
7. Works with SSSA, to process course waivers and transfer credits
8. Provides back up and overflow assistance to the SSSA when required

Admissions and Administration (20%)

1. Receives, opens, sorts and disseminates a high volume of telephone calls, office mail, facsimiles, and emails
2. 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 with guidance from the Senior Student Services Advisor
3. Assists with student data inputs, work experience and other general information in the admissions system.
4. Corresponds with applicants on status of application and follows up on missing documentation.
5. Updates all admission letters and general correspondence when required.
6. 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
7. Prepares, maintains and distributes orientation information to new graduate students, answers queries regarding transportation, accommodations, etc.

Course Scheduling (25%)

1. Develops the Department’s Summer and Winter Course schedule (over 200 sections annually) for each academic year with guidance from the Manager of Administration
2. Produces and maintains to-do list calendar for course schedule creation based on Course Scheduling Timelines from UBC Enrolment Services and Manager of Administration
3. Creates and updates course preference and scheduling surveys for faculty and sessional instructors as required; manages and translates data collected from same for presentation and course scheduling
4. Generates and updates draft schedules, using MS Excel, with guidance from the Manager of Administration
5. Enters and updates course scheduling information into Scientia and SISC and acts as the Department Timetable Representative (T-Rep)
6. Resolves course conflicts with guidance from the Manager of Administration
7. Reviews course schedule to identify scheduling conflicts, ensure adequate course offerings are delivered, provide advice and input on course offerings and the scheduling of courses
8. Performs enrolment monitoring and advises Manager of Administration of over and under subscribed courses; makes recommendations for same
9. Analyses course schedules from current and prior academic terms to generate reports to assist with seat projections and course offerings for upcoming years
10. Confirms internally developed course schedule matches data appearing on UBC Student Service Center Course Schedule website, makes corrections as needed
11. Updates and maintains AnSo room booking calendar (Outlook) to ensure all Sociology classes are entered into the system, resolves any potential double-booking issues
12. Responds to faculty requests for scheduling or classroom changes in consultation with the Manager of Administration if required

General (15%)

1. Performs necessary data entry for all academic student employment (Teaching Assistants) including postings, applications, hiring and appointments documentation; ensures that TA hiring is in accordance with CUPE 2278 regulations
2. Prepares TA files – appointments, teaching evaluations, supervisor’s reports, etc.
3. Coordinates TA Teaching Evaluations, reviews list of courses/instructors with Course Evaluation Team, corrects missing/incorrect information, and ensures TAs are evaluated for their courses only
4. Acts as backup for Operations Coordinator to perform data entry for research and department student employment (Research Assistants, Administrative Assistant and Work Learn students)
5. Works with Vantage College to ensure smooth delivery of Sociology courses, provides assistance in areas such as: TA hiring, TASM, instructor/TA course evaluations, reports, and exam scheduling
6. Schedules exams and the training / scheduling of exam invigilators
7. Provides back up and overflow assistance to Reception in the main office
8. Coordinates student 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.
9. Acts as backup for the SSSA to administer student finances, scholarships, and awards
10. Takes meeting minutes, drafts or edits reports as required, and meets regularly with SSSA
11. Performs other related tasks consistent with classification.

Supervision Received

Reporting to the Manager of Administration, the individual is expected to work independently in support of the Senior Student Services Advisor as well as the respective Chairs of the Graduate and Undergraduate Studies Committees, the Head of the Department and/or Manager of Administration.

Supervision Given

None but may give direction to Work Learn students.

Consequence of Error/Judgement

This position interacts directly with graduate and undergraduate students, faculty members and the academic community on issues concerning admissions, registration and graduation.  The incumbent must be able to work independently and be able to recognize when matters must be brought to the attention of the Graduate or Undergraduate Studies Chairs, Department Head and/or Manager of Administration.

Errors in performance of the above-related duties, breaches of confidence, or ill-mannered behavior directly affect the reputation of the Department of Sociology. The duties involved in this position are mostly time-sensitive with firm deadlines that must be met. Incorrect or inappropriate decisions may jeopardize graduate and undergraduate students’ academic programs and their ability to graduate or acquire funding for their studies, and may affect the credibility of the department and the University.

Qualifications

High School graduation and two year post-secondary diploma.  Bachelor’s degree in the Social Sciences preferred.  3 years of related experience or the equivalent combination of education and experience.  – 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.

Equity and diversity are essential to academic excellence.  An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.  We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority