Undergraduate Resource Coordinator

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Student Management, Level A

Job Title
Undergraduate Resource Coordinator

Department
Administrative Support | Department of Political Science

Compensation Range
$5,209.17 - $7,485.33 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date
February 17, 2024

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

Job End Date

Feb 28, 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
This is a full-time, one year term position. Secondments will be considered for this position.
UBC has embarked on a multi-year project, the Integrated Renewal Program (IRP) Student, to transform its academic and administrative support processes and systems environments for the entire UBC community. Workday Student and related student ecosystem applications are being implemented in phases during 2023/2024. The IRP Student program is comprised of complex functional areas critical to faculty, staff, and students. For more information on the IRP, please visit https://irp.ubc.ca/.
 
The Undergraduate Resource Coordinator will play a crucial role in the Department of Political Science as the University transitions to Workday Student and IRP Student applications. Bringing in-depth internal working knowledge of student systems, the Undergraduate Resource Coordinator plays a key role in supporting staff and students with the transition from current to future business processes. They will also work closely with the Department’s Undergraduate Team on process mapping and resource development tasks for the Department’s POLI and USST undergraduate programs and may provide generalized Undergraduate Student Support, as needed.
Organizational Status
Reports to the departmental Administrator, works in close collaboration with the Undergraduate Team, consisting of the Undergraduate Program Director, the Undergraduate Academic Advisor, and the Undergraduate Program Assistant. Liaises with Faculty of Arts Advising Office as well as the Arts Workday Student implementation team.
Work Performed

WorkDay Student Transition Management

The Undergraduate Resource Coordinator will work in close partnership with the Undergraduate Advisor and the departmental Administrator to prepare the department for the transition to Workday Student by carrying out the following:

• Identifies training needs and facilitates learning opportunities throughout the department.

• Create new departmental processes and recommendations for facilitating the adoption of the Workday Student system amongst department staff, faculty, and student users.

• Develop new departmental training materials to account for new processes created by Workday Student.

• Creates new Workday Student departmental processes, identifies training needs, develops new departmental training materials and facilitates learning opportunities throughout the department.

Undergraduate Program Administ ratio n , Advising and Resource Development

The Undergraduate Resource Coordinator will work in close partnership with the Undergraduate Team on the following: 

Advises current and prospective undergraduate students:

• Meets with students individually and provides advice via phone and the Internet on issues such as transfer credit, degree requirements, assessing whether courses selected are appropriate for the students’ career or academic goals.

• Evaluates and confirms whether students have met departmental graduation requirements.

• Advises students interested in applying to the undergraduate programs and assesses their suitability for the program.

• Assesses and authorizes student eligibility for registering in Political Science courses. Students must be in third year to take third-year Political Science courses. If that isn’t the case, reviews transcripts and meets with the students to determine whether they have sufficient credits from other institutions or there is another reason why this requirement should be waived.

Create new, and expand upon existing, advising materials for current and prospective POLI undergraduates.

• Develop and implement a new process for providing proactive graduation checks for every incoming fourth-year POLI & USST student.

• Research and develop post-graduation ‘Pathways’ resources for our undergraduate community.

• Develop a new comprehensive Task Calendar for undergraduate program staff team.

• Using significant independent judgement, develop an in-depth FAQ on undergraduate practices and policies for instructional staff.

• Complete an audit of the USST Program’s website and ensure that all website content is relevant and up-to-date, given new processes introduced by Workday student, exercising judgement on the information presented and indicating when students should reach out to an advisor.

  • Using significant independent judgement, develop a new FAQ resource for the USST Major and Minor Programs, working in partnership with the USST Program Chair and Department Communications staff throughout this process.

• Optimize the departmental academic misconduct process.

  • Collaborate with the Associate Head to ensure all departmental procedures support and align with faculty-wide procedures and requirements.

  • Serve as primary consultant in academic misconduct meetings.

• Create new departmental student awards processes.

• Publicize departmental student awards and oversee the nomination process from inception to completion.

• Oversee all aspects of the planning and execution of the speaker series (‘Conversations’) for the Political Science undergraduate community, in consultation with the Undergraduate Program Director.

• Oversee all aspects of the planning and execution of graduation receptions.

Perform other related duties as required.

Consequence of Error/Judgement
This position occasionally interacts directly with students and the academic community on issues concerning registration, graduation and program promotion. Directly affects the reputation of the Department of Political Science and the US Studies program and undergraduate enrolment levels. Incorrect or inappropriate decisions may jeopardize students’ academic programs and their ability to graduate or acquire funding for their studies, and may affect the credibility of the units and the operations of the departmental and Arts advising offices.
Supervision Received
Works independently. Receives work direction and general supervision from the departmental Administrator and Undergraduate Program Director.
Supervision Given
Supervises and orients staff and student workers as required. Provides work direction to secretarial staff responsible for producing printed material concerning the undergraduate program.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of one to two 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 explaining University rules and procedures to students. Experience with a diverse student population and work environment. Knowledge of UBC registration and scheduling software an asset. Experience with project management and resource development. Effective interpersonal skills. Excellent oral and written communication skills reflecting creative, diplomatic, inter-culturally sensitive, patient, and tactful interactions. Demonstrated judgment and decision-making skills. Ability to draft and edit well-written correspondence and reports. Ability to interpret and implement policies. Information technology skills and demonstrated ability to use database and spreadsheet software. Ability to update departmental web site. Ability to make thoughtful, informed, and thorough decisions. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to interpret and implement policies. Experience modeling and reviewing business processes using a variety of tools and techniques is an asset.  Ability to act as liaison effectively conveying information between end user groups. Good judgment and decision-making skills. Ability to develop creative solutions to complex issues. Ability to engage, inspire, influence, and motivate all levels of personnel.