Licensing Course Representative

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Student Info Support 3b (Gr6)

Job Title
Licensing Course Representative

Department
Course Representative Team | Real Estate Licensing Education | UBC Sauder School of Business

Compensation Range
$4,319.00 - $4,540.00 CAD Monthly

Posting End Date
April 4, 2024

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

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

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

 

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

 

The Sauder Real Estate Division (RED) at the UBC Sauder School of Business administers the Real Estate Licensing and Registration programs for provincial regulatory bodies in British Columbia, Saskatchewan and Alberta, and enrolls approximately 45,000 students annually in regulated educational offerings.

 

The Licensing Course Representative sets the tone and first impressions of students’ educational experiences by providing accurate and comprehensive program information to prospective students. The incumbent supports students, program managers, instructors, directors and regulatory agencies in the registration, course delivery, regulatory compliance, instructor, licensing examination and reporting efforts to maximize the entire experience for students in the Real Estate Licensing and Registration programs.
Organizational Status

Reports to the Associate Program Leader. Liaises with various related UBC Sauder and third-party service providers for the successful scheduling and delivery of courses and advancement of the students.
Work Performed

Marketing, Recruitment and Communication
- Prioritizes and responds to prospective student inquiries for various programs. Advises on program information, registration, policies, admission requirements, regulatory requirements and course selection, referring complex questions to the Course Representative Coordinator and/or Associate Program Leader.
- Reviews existing course regulations and suggests amendments as appropriate.

- Communicates with third-party organizations for student sponsorships.

- Provides current licensing and post-licensing students with information on how to become licensed, license renewal requirements, and which courses Continuing Education courses are needed.
- Explains and interprets practices and procedures to students, employees, markers and related organizations with regards to standard daily operations, confirmation of registration, student enrolment, course requirements and non-routine enquiries.
- Handles complex inquiries from candidates, invigilators and representatives of BC Financial Services Authority, Saskatchewan Real Estate Commission, and Real Estate Council of Alberta, requiring a specialized knowledge of a broad spectrum of Real Estate Division and University policies, and sections of the various provincial regulatory Acts and Rules.

- Maintains a thorough knowledge of the regulations and requirements of the various real estate regulatory bodies (e.g., BC Financial Services Authority, Saskatchewan Real Estate Commission, Real Estate Council of Alberta, etc.) and explains to prospective students how the unit’s programs and courses can assist them in meeting these requirements and their educational objectives.
- Monitors the program’s website, social media platforms and other external communications for student support services for accuracy and potential communication issues, and provides suggestions for content and procedural improvements.
- Generates reports and compiles program statistics from the registration system and student information management systems on enrollment, completion, space utilization and financial data, as needed.
- Provides input into departmental policies and develops and implements administrative procedures with the goal of improving program operational efficiencies.

Registration, Student Records and Financial Administration

- Assists in determining acceptability, and processes transcripts, credential reports, and language proficiency results to meet English Language Proficiency Examination (ELPR) regulations.
- Maintains updated knowledge of ELPR regulatory requirements of Canadian provincial regulatory bodies.

- Performs or assists with the registration process for all Licensing and related courses. Ensures policies and procedures are implemented. Deals with problem applications and ensures deadlines are met.

- Communicates proactively with students on their assignment and examination status and due dates to ensure adherence to the program schedule.

- Prepares and sends warning letters to students who are not complying with course regulations.
- Evaluates course extension requests and processes those that fall within established guidelines.
- Receives students’ assignments and sends to the markers for grading. Participates in the processing of students’ assignments.

- Provides administrative support to the Appeals Committee; assists manager by providing suggestions on unusual or ambiguous situations not covered by policy and regulations. Ensures student is notified in writing of decisions of the Appeals Committee.
- Prepares, reviews and approves mandatory and requested withdrawals and processes refunds as appropriate.

- Processes student payments (e.g., assignment fees, extensions, course materials and registration fees); liaises with UBC financial departments. Follows up on missing documentation and balances owing.

- Documents, reconciles, and resolves discrepancies with course and program financial receipts and processes refunds for students.

- Assists with resolving difficult and/or non-routine course registrations and student financial issues and refers complex issues to manager.

Exams Administration
- Participates in administration of examinations held in the Lower Mainland.
- Assists examinations group with monitoring examination centres on exam day and communicates any issues to the Examinations Coordinator.
Course Delivery and Instructional Support
- Provides student access to online courses via learning management systems (LMS) and resolves any online access issues.
- Administers procedures for online courses including launch and closure of courses.
- Ensures course outlines and course schedules are published and updated on the course LMS.
- Investigates student complaints of an administrative nature or with respect to instructors.

- Provides technical support to students who are registered in BC Financial Services Authority Continuing Education Courses and answers separate phone lines to resolve urgent issues.

- Reports technical support log and outstanding technical issues to management/ IT/ Production team on a regular basis.
Materials Administration
- Direct fulfilment provider with respect to all course materials assembly, packing, shipping and distribution.
- Generates daily list of all registered students and transfer students for fulfilment provider and oversees provincial, national, and international distribution of course packages; follows up as needed.
- Prepares and provides appropriate course insert material for inclusion in materials packages.
- Monitors inventory level of all course materials and takes appropriate action to replenish low inventory.

- Performs other related duties within the qualifications and requirements of the job.
Consequence of Error/Judgement
Licensing Course Representative sets the initial tone and first impression of the student’s educational experience and in so doing it upholds the integrity and validity of the licensing process. Decision-making is based on a thorough knowledge of policies and procedures of the University, UBC Sauder and the course regulations. Consequence of error is high and poor decisions, judgment or errors would adversely impact the Real Estate Division students’ academic progress and/or career opportunities. Errors in judgment and communication may also lead to students not being able to satisfy regulatory requirements and/or inefficient operations and loss of opportunities for the unit. This in turn would jeopardize the reputation and the financial wellbeing of the UBC Sauder and UBC. Interactions with applicants, students, industry members and regulatory personnel are largely unsupervised and therefore tact and professionalism are required at all times.
Supervision Received
Reports to the Associate Program Leader. Works under limited supervision and exercises judgment and initiative in dealing with non-routine matters. Performs most duties independently, consulting when necessary with the Course Representative Coordinator and/or Associate Program Leader.
Supervision Given
Formally trains new staff on work procedures and may supervise temporary staff.

Minimum Qualifications

High School graduation, plus 1 year of post-secondary education, plus 3 years of relevant experience, or the 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 working in a fast-paced, professional environment is preferred.

• Intermediate level computer experience is required, including Word, Excel and Outlook.

• Experience with common Learning Management Systems is preferred.

• Familiarity with and understanding of the University environment related to advising professional students.

• Knowledge about real estate professional designations and industry is an asset.

• Strong oral and written communication, interpersonal and organizational skills are required.

• Ability to compose routine correspondence and other business-related correspondence in clear concise business English.

• Excellent customer services skills are essential.

• Ability to exercise tact and discretion.

• Ability to prioritize work, multi-task and meet deadlines.

• Ability to maintain accuracy and attention to detail.

• Ability to adapt to changing priorities and circumstances.

• Ability to function as a member of a team but also work independently with minimal supervision.