Student and Office Support Specialist

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title
Student and Office Support Specialist

Department
Student Services Support | Dean's Office | Faculty of Forestry

Compensation Range

Posting End Date
March 4, 2024

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

Job End Date

Apr 30, 2025

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
The Student Services team in the Faculty of Forestry (FOR) currently supports 1200 undergraduate students studying in five distinct Bachelor of Science and 1 Bachelor of Urban Forestry degrees, and provides academic, career, student development and wellness advising and programming. Starting in 24W we will have to continue supporting all of those degrees while also welcoming students in our new Bachelor of Science in Natural Resources and the Bachelor of Indigenous Land Stewardship degrees, effectively bring the number of degrees supported by our Student Services Team to 8.  The  Student Support Specialist (administrative) position will take the lead on most of administrative tasks currently being done by the Academic Advisors.
Organizational Status

This position reports directly to the Director of Student Services and will assist the Associate Dean, Student and Associate Dean, Academic and the Director of Curriculum with their schedules as well as major projects implemented from their offices.

Given the incumbent works as an actively contributing member of the Forestry Student Services team, they will also receive direction from the Forestry Academic Advisors, Student Engagement Officer and Co-op Coordinator.

Must be familiar with other areas of the university such as Enrolment Services, Student Development and Support Services (Counselling Services, Career Services, Student Health Services, Centre for Accessibility, AMS, The Centre for Teaching, Learning and Technology, etc.) as many students will need the appropriate referrals once they have come to Forestry Student Services.

This position is expected to have the capacity to work independently and exercise good judgement under direction from the Director.

Work Performed

This position shares administrative duties with the current Student Support Specialist, and would be required to:

• Provide front-line service and assistance; screen, prioritize and respond to a variety of in-person, email, virtual or telephone inquiries from prospective and current students, FOR Program Directors or faculty, UBC departments and units, and the general public

• Provide accurate information to prospective and current FOR Students, other UBC students who wish to transfer to the Faculty, as well as the general public regarding admission requirements, registration, transfer credit, academic concessions, FOR degree requirements and other basic student matters. Example duties include, but are not limited to, providing advice on how to resolve course planning issues and registration conflicts, creating waitlists, moving students off wait lists as seats become available, determining why a student’s registration is blocked, explaining what students need to do to remove the block, etc.

• Use Workday Student’s Degree Progress Report (DPR), and exercise judgment to make decisions about whether students should add or drop courses, check availability of courses, and obtain or update student information, academic records, as required

• Prepare and send internal student communications and ensure updates are made to advising schedules on the FOR website and it is accurate and functional

• Provides administrative assistance in collecting, reviewing, and tracking submissions and decisions related to academic or admission appeals, transfer credit requests, curriculum updates, minor and competitive major applications, and academic concession

• Be a Faculty Timetabling Rep (TRep) and organize ad-hoc exam requests; ensure accurate timetabling and scheduling of FOR undergraduate courses and exams. Example duties include, but are not limited to, scheduling new courses, rescheduling existing courses, and collecting and submitting final and SD exam requests
Consequence of Error/Judgement

As a representative of the Faculty and the University, and as a contributing member of the Forestry Student Services team, the incumbent is expected to provide a high level of customer service and must exercise a great deal of judgement and initiative in handling matters of both a routine and non-routine nature, requiring the interpretation of University and Faculty policies, procedures and guidelines.  Information must be accurate and provided in a respectful, timely and supportive way.  The incumbent will at times have concurrent timelines and will be required to exercise judgement in establishing priorities and carrying work through to completion in a timely manner under general supervision Failure to provide service that meets these standards affects the reputation of the Faculty and/or the University. The incumbent exercises considerable judgment and sensitivity to diverse cultural backgrounds, and must demonstrate tact and discretion.
 

Students and other members of the academic community rely on advice given from the Dean's Office and base their academic decisions upon it.

Failure to provide correct and appropriate information could affect a student's eligibility for admission, promotion or graduation and damage the integrity and reputation of the Faculty and University.

Miscommunication in registration and timetabling may result in disgruntled students and faculty.

Supervision Received
Reports to the Director, Forestry Student Services. Work is performed in accordance within broadly established procedures and practices. Makes independent decisions within guidelines. Requires initiative to plan and complete recurring assignments independently and uses good judgment to determine which of many methods are applicable. New or unusual problems outside the established guidelines and matters involving policy are referred to either the Director of Student Services or the Associate Dean, Students.
Supervision Given
No supervisory responsibilities, however, may explain work procedures and assist with training of new staff. Assists in overseeing work study students
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

• High School graduation and two-year post-secondary diploma and 4 years related experience or the equivalent combination of education and experience.
• Preference given to those with an undergraduate degree and speaking a second language.
• Preference given to those with moderate to advanced word processing, data base and spreadsheet programs MS Word for Windows, Excel, Access, PowerPoint, email, and web site creation/maintenance programs WordPress and to apply these systems and applications to the complexity of data and work requirements. Preference given to those with experience using UBC systems including SISC, MSP-HRMS/FMS, FSC, EPAF, SCMC, SITS/eVision, Scientia, SEoT, Teaching Evaluation system.
• A thorough knowledge of business procedures and practices and their application gained through experience most of this preferable within the university service. Ability to apply broad knowledge of policies and procedures.
• Ability to work effectively, quickly, and diplomatically with a wide variety of persons.
• Ability to exercise initiative, tact, diplomacy, discretion, and to work under pressure to meet deadlines.
• Ability to resolve problems, to prioritize, to accept responsibility, to communicate effectively and tactfully in both oral and written form, and to compose complex correspondence.
• Ability to work independently and in a team environment. In cases in which knowledge and/or skills in any of these computer programs is deficient, a willingness to take appropriate training courses.
• Ability to maintain accuracy and attention to detail.
• Ability to communicate effectively verbally and in writing. Ability to analyze and interpret data, determine implications, and provide recommendations
• Ability to accurately create and maintain records.
• Ability to deal effectively with a diversity of people.
• Ability to accurately process within required timelines.