Student Support, English Language and Literatures

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

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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 Summary
This position provides support for First-Year English courses, offering front-line assistance to undergraduate students in resolving complex issues relating to registration, wait lists, timetables, and examinations. The position will also support the administration of the team-taught course ENGL 200 as well as the administrative coordination of the graduate program

Organizational Status
Reports to Manager, Administration. Works closely and under the general guidance of the First-Year Coordinator and the Graduate Program Manager. Supports the TA Coordinator.

Work Performed

Undergraduate Support

Uses student records and university systems to respond to student inquiries (in person, email, and telephone) about First-Year English courses and answers highly complex questions about registration, wait lists, timetables, and examinations from students in Faculties across the University, each with unique degree requirements;

Provides information on appropriate course selections to students based on set procedures and guidelines, referring students with more complex inquiries to the First-Year Coordinator when interpretation or academic judgement is required;

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 First-Year Coordinator;

Communicates with other Faculty advising offices, Enrolment Services, and Classroom Services to resolve issues related to students in First-Year English courses. Liaises with staff in JWAM regarding students meeting Writing Requirements in ENGL 100 or WRDS 150, registration issues and student concerns.

Implements scheduling for First-Year courses (approximately 40 classes plus 65 discussion groups) using Scientia;

Implements scheduling for 200-level courses (approximately 35 classes) using Scientia.

Monitors enrolments and adjusts course seat releases and course caps of enrolment as required, prior to and during registration periods; in consultation with the First-Year Coordinator and Associate Head (Curriculum and Planning), identifies and implements strategies to manage registration and distribute students into under-enrolled sections;

Monitors waiting lists for First-Year English classes, registering students according to priority and different Faculty program requirements;

Coordinates textbook ordering for all First-Year courses, as well as all sections of ENGL 200. Liaises with UBC Bookstore and with a variety of publishing houses to arrange desk copies for instructors and TAs;

Schedules and invigilates English Exemption Examinations for eligible second-degree students seeking to be exempted from First-Year English requirements;

Distributes material for First-Year courses to instructors and TAs; communicates the department's attendance policy to students at the request of instructors;

Initiates exam requests for all undergraduate English classes each term, acting as a liaison between faculty and Enrolment Services to ensure a seamless exam process;

Prepares an invigilation schedule for all final exams in the English Department;

Prepares exam invigilation materials for instructors and Teaching Assistants;

Acts as contact person for Arts ISIT evaluation of First-Year English and ENGL 200 courses, checking and correcting evaluation lists for each academic session/term using the Student Evaluation of Teaching website to ensure that all faculty and Teaching Assistants have their courses properly reviewed;

Assists in compiling student nominees for First-Year awards;

Provides statistical reports on course offerings and registration numbers for the department annual report, and for policy and planning processes;

Assists with website updates and UBC Calendar updates;

Attends and takes notes at disciplinary meetings involving student misconduct;

Graduate support:

Acts as the first point of contact and provides information (by email, phone and in person) to prospective students on all aspects of the English graduate program. This includes monitoring and triaging inbox and queries, and escalating complex queries to Grad Program M&P and Faculty.

Provides information to potentials student on all aspects of the application process, including admissions criteria, application requirements, and program requirements. Refers students to Grad Program Manager, Faculty members, or other UBC units as required for more complex queries.

Coordinates admissions processes including receiving and tracking online applications, updating applicant files, and providing initial analysis of transcripts. Addresses applicant queries and corresponds with applicants and/or universities for missing information.

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Forwards completed application files to the Admissions Committee for review and decision, coordinates the administration of Admissions Committee decisions; prepares and distributes official rejection and acceptance letters and prepares the welcome package for incoming students.

Monitors grad student progress reports (for approximately 125 students), compiles information related to progress, does initial analysis of progress data, provides information on basic procedures and deadlines around thesis submissions. Coordinates setting up thesis defenses and preparation for graduation

Updates and circulates job ads for Teaching Assistants, and coordinates applications, in consultation with faculty TA coordinator, MA Advisor and Graduate Chair.Resposible for the circulation and coordination of information and intake of applications and processing TA appointments. Compiles TA data.

Provides information on scholarship competitions, coordinates and organizes applications for all awards (department, university and national), checking funding applications for accuracy and eligibility, including analyzing transcripts for years of study, GPA, authenticity, etc.

Assists with initial information gathering on policies, collects info to schedule and coordinate Grad Committee meetings; may provide interpretation guidelines around straightforward cases and situations; makes recommendations on some aspects, escalating more complex problems to M&P

Completes Cat 1 and 2 curriculum forms, coordinating the paperwork process

Maintains current and historical MA and PhD student records, updates information by integrating databases and documents, and provides statistics as requested.

Performs other tasks as required.

Consequence of Error/Judgement
Incorrect information could affect students' academic progress at UBC. Missed deadlines or inattention to duties could negatively affect hundreds of students, as well as faculty and teaching assistants. The reputation of the Department of English Language and Literatures, and the University of British Columbia, could be seriously diminished by poor performance.

Supervision Received
Directly from both the Manager, Administration and the First-Year Coordinator. Works closely with M&P Grad position and TA Coordinator

Supervision Given
Oversees work of temporary staff as needed during registration periods or other busy periods throughout the year.

Minimum Qualifications
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

Preferred Qualifications

Experience at UBC an asset. Ability to maintain accuracy and attention to detail. Ability to identify and correct missing and incomplete data. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to effectively use University software systems at an advanced level. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to prepare and adjust schedules to accommodate all requirements. Ability to assist clients in identifying appropriate courses of action. Ability to deal with people in a courteous, calm manner. Ability to analyze problems, identify key information and issues, and effectively resolve.