Grad Student Support 3 (Gr8)

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 3 (Gr8)

Job Title

Grad Student Support 3 (Gr8)

Department

Student Services | School of Architecture and Landscape Architecture | Faculty of Applied Science

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

August 20, 2023

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

Job End Date

About UBC

The University of British Columbia (UBC) is located on the traditional, ancestral, and unceded territory of the Musqueam people. It is a tier one research university of over 55,000 students and 5,700 faculty ranked among the top twenty universities in the world. The campus is recognized for its global leadership in planning, design, infrastructure, operations, research, teaching and learning related to sustainability and well-being. UBC’s 2020 strategic plan Shaping the Next Century encapsulates these themes. 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.

About SALA

The School of Architecture and Landscape Architecture (SALA) is a close-knit and collaborative academic community of approximately 500 students and 50 faculty. SALA offers accredited professional degree programs in architecture and landscape architecture, post-professional graduate programs in research, urban design and high-performance buildings, and a pre-professional undergraduate program in design. SALA’s 2022 strategic planning commits our community to professional design education directed toward impactful design responsive to the urgent human and environmental issues of our times. These priorities are engaged through academic and research interactions within and across the ‘living laboratories’ of the UBC campus, the Vancouver metropolitan region, and the broader academic and professional communities of which SALA is a part. Further information about SALA, its academic programs, faculty, and community is available at: http://sala.ubc.ca

Job Summary

This position is responsible for student support, academic advising, student records management, and providing complex information to students in the Graduate Programs in Landscape Architecture (LARC) and Urban Design (MUD) and the Bachelor of Design in Architecture, Landscape Architecture, and Urbanism (BDES) in the School of Architecture and Landscape Architecture (SALA) on the Vancouver campus of the University of British Columbia.

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

• Prepares student services related forms and monitors their progression through to completion.
• 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).
• Assists with coordinating annual workshops, field courses, and program events.
• Assists the Student Services and Recruitment Manager with graduation and welcome events and presentations.
• Functions as the first point of appeal for students who are not able to register.
• Processes course waivers and transfer credits.
• Reviews graduating design project submissions and maintains records.
• Performs other related duties as required.
• Investigates and analyzes academic problems and works with the Student Services and Recruitment Manager to find resolutions.
• Performs processing duties related to graduation, such as creating checklists for student graduation, and liaises with the Records department to resolve problem situations.
• Assists with student recruiting events such as job fairs and information sessions.
• Maintains and updates student files and records.
• Determines students eligibility for course registration and notifies students of the reason(s) for refusal.
• Advises current undergraduate and graduate students on complex queries concerning
• Provides reception for the SALA MCML office, including course material and A/V sign out, ad hoc room booking, office equipment support and mail processing.
• Advises exchange and visiting students on registration matters.
• Provides front-line assistance to graduate and undergraduate students; responds to all inquiries to the programs front line email addresses;
• Interprets and advises students on official Calendar policy, procedures and regulations.
• Advises students on fellowship deadlines.
• Provides direction and advice to students regarding course availability, schedules and eligibility.
• Coordinates student/faculty advisor assignment and MLA vertical studio placement.

Admissions Processing

• Organizes and prepare files for the admissions committees and maintains application records.
• Opens and organizes application materials and evaluates documentation pertaining to the admission of domestic and international applicants.
• Explains unfavorable decisions and university policies to applicants who have been refused admission to a SALA program.
• 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.
• Performs other related duties as required.
• 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.

Student Awards and Scholarships

• Distributes application materials, provides information on application deadlines, and collects completed application materials and distributes to the committee for review and ranking.
• Communicates internal award decisions to students.
• Unique and unusual files and referred to the Student Services and Recruitment Manager.
• Processes graduate award applications for graduate government (SSHRC) and external (Olmstead) awards.
• Evaluates transcripts as needed.
• 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.

Preferred Qualifications

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