Grad Student Support 3 (Gr8)

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Job Profile

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Department

Compensation Range

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

This position is responsible for providing student support, academic advising, as well as overseeing admissions, and records management for programs within the School of Architecture and Landscape Architecture (SALA). The role includes advising students across all SALA programs with specific oversight to those in the Master of Landscape Architecture (MLA), Master of Advanced Studies in Landscape Architecture (MASLA), Dual Degree (MARCLA), Master of Urban Design (MUD), and PhD programs.

Organizational Status

The Student Services Coordinator reports to the Student Services and Recruitment Manager and works directly with students to provide admissions advice and academic guidance. Works with faculty administration on student related projects and issues. This position liaises with SALA faculty and staff and with staff across UBC, including the Faculty of Graduate and Postdoctoral Studies and UBC Undergraduate Programs and Admissions.

Work Performed

Student Services and Advising

• Provides front-line assistance to graduate and undergraduate students; responds to all inquiries to the programs front line email addresses.
• Provides reception for the SALA MCML office, including assisting with course material, ad hoc room booking, office equipment support and mail processing.
• Advises current graduate students on complex queries concerning degree and promotion/advancement requirements.
• Advises students on fellowship deadlines.
• Investigates and analyzes academic problems and works with the Student Services and Recruitment Manager to find resolutions.
• Interprets and advises students on official Calendar policy, procedures and regulations.
• Functions as the first point of appeal for students with registration issues.
• Provides direction and advice to students regarding course availability, schedules and eligibility.
• Advises exchange and visiting students on registration matters.
• Coordinates student/faculty advisor assignment and MLA vertical studio placement.
• Reviews graduating design project submissions and maintains records.
• 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 processing duties related to graduation, such as creating checklists for student graduation, and liaises with the Records department to resolve problem situations.
• Reviews and evaluates student records for graduation. Assesses program requirements and identifies candidates that meet the criteria for the degree with distinction (undergraduate) and graduation (graduate and undergraduate students).
• Maintains accuracy of student services information on the SALA website.
• Assists the Student Services and Recruitment Manager with graduation and welcome events and presentations.
• Assists with student recruiting events such as job fairs and information sessions.
• Assists with coordinating studio reviews, study abroad trips, field courses, and program events.
• Assists the Student Services and Recruitment Manager with summer programming including Vancouver Summer Program (VSP) and SALA Design Discovery
• 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.
• Opens and organizes application materials and evaluates documentation pertaining to the admission of domestic and international applicants.
• Evaluates transcripts, including international transcripts, against admission requirements, based on faculty policy. Unique and unusual cases are referred to the Student Services and Recruitment Manger.
• Assists the Admissions process with the program chair and faculty committee.
• Explains unfavorable decisions and university policies to applicants who have been refused admission to a SALA program.
• Organizes and prepare files for the admissions committees and maintains application records.
• Performs other related duties as required.

Student Awards and Scholarships

• Processes graduate award applications for graduate government (SSHRC) and external awards.
• Distributes application materials, provides information on application deadlines, and collects completed application materials and distributes to the awards committee for review and ranking.
• Evaluates transcripts as needed.
• Communicates internal award decisions to students.
• Participates in the organization of the annual Awards and Graduation receptions for the programs.

Consequence of Error/Judgement

Judgment requires a thorough knowledge of the policies and procedures of the University and the Unit in order to provide effective services and resolve complex problems. Errors in screening applicants or providing poor or inadequate admissions advice may result in an applicant not being able to obtain admission to the program. Poor or inadequate student advice may result in students not obtaining required or recommended courses, and may have an adverse effect on a student's progress or eligibility for graduation. Poor or inadequate advice to students could result in their registration in the wrong courses, which in turn may affect the length of time it takes to complete their degree as well as their level of satisfaction with their program.

Supervision Received

Works independently under broad direction. Work is performed within authorized prescribed limits and/or an approved plan. Exercises independent judgment in selecting and interpreting information, and reconciling deviations from standard methods. Job tasks are governed generally by broad instructions, objectives, and policies, usually involving frequently changing conditions and priorities. Assigned tasks make it necessary to determine what data and quality of data are required to make reliable decisions. Unique issues requiring further procedural investigation or cases that fall outside the bounds of established policy are referred to the Student Service and Recruitment Manager.

Supervision Given

Not required to supervise staff. May supervise student helpers and explain work procedures to new, temporary or inexperienced staff.

Minimum Qualifications

• 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

• High School graduation and two-year post-secondary diploma or Undergraduate degree is preferred. 4 years related experience or the equivalent combination of education and experience.
• Experience working with graduate student records, registration and admissions is preferred.
• Proven excellence in customer service is required.
• Ability to:
  • effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment.
  • communicate effectively verbally and in writing.
  • respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.
  • compose correspondence, reports, presentations, and other written materials using clear concise business English.
  • effectively manage multiple tasks and priorities.
  • prioritize and work effectively under pressure to meet deadlines.
  • effectively use Outlook, MS Word, MS Excel at an intermediate level.
  • analyze and interpret data, determine implications, and provide recommendations.
  • provide effective and appropriate guidance and counsel.
  • work effectively independently and in a team environment.
  • identify and respond to contentious or politically sensitive issues with discretion.
• Experience with UBC applications specifically WorkDay Student and other student service applications (SISC, Degree Navigator, FSC, etc.).