Student Engagement Assistant Jobs

Staff - Union

Job Category

CUPE 2950

Job Profile

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

Job Title

Student Engagement Assistant

Department

Administrative Support | Department of Philosophy

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

July 31, 2023

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

Job End Date

Job Summary

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.

Founded in 1915, the Department of Philosophy at UBC is one of the oldest departments in the Faculty of Arts. With approximately 800 undergraduate students, we offer major, minor and honours degrees in philosophy as well as combined majors in philosophy and economics, philosophy and political science, history and philosophy of science, and cognitive systems. We also offer Masters and PhD programs for those at the graduate level.

The Student Engagement Assistant works proactively and independently to provide coordination and support across all Philosophy Undergraduate student engagement initiatives and programs. In close collaboration with the Undergraduate Program Chair and the Department Head, this role assists with the development, planning, coordination, and implementation of customized undergraduate student engagement events and programs for undergrad students such as orientation (Imagine Day), Career Fairs, the New Major Cohort program, and the Colloquia series.This role develops and maintains a wide range of knowledge around Philosophy undergraduate student engagement programs and acts as the first point of contact for all student queries pertaining to undergraduate student engagement initiatives, events, and programs.

The Student Engagement Assistant is also responsible for event coordination and logistics, including scheduling and promotional support to undergraduate student events and programs such as the Philosophy Essay Clinic and special interest sessions such as career and alumni info events. This role also acts as department liaison for the Philosophy Students Association, provides support to the Equity and Diversity Officer, and develops promotional material for courses and the Philosophy department website and social media accounts.

ORGANIZATIONAL STATUS

The Undergraduate Engagement Assistant works along with, and under the general direction of the Chair Undergraduate, the Department Head and the Honours and Majors Program Chairs and the Equity Officer; they report directly to the Manager, Administration. Liaises with Arts Faculty Advising Offices, Enrolment Services and Arts ISIT and the ASC and ISC.

WORK PERFORMED

• Coordinates orientation and Imagine day activities, ensuring all activities flow smoothly
• Coordinates and implements existing student support programs including the New Majors Meet-up and Dialogue; the New Majors Cohort program; and the Ethics bowl
• Researches student engagement initiatives at other post-secondary educational institutions and consults with faculty members and department chair to determine whether specific programs are appropriate for department
• In consultation with the department head, assists with the development of new professional and learning oriented student programming in response to student needs and interests
• Collaborates with faculty members to plan, coordinate schedule, and implement orientation programming
• Actively researches local and global philosophy-related opportunities and events which may be of interest to undergrad students and alumni
• Creates and distributes regular newsletters to undergrad students promoting philosophy events and learning opportunities across the lower mainland

Plans and coordinates technical support, communications, logistics, and budgets for special events (i.e. speakers series, networking events, and workshops); tracks attendance and administers follow-up surveys;

• Works with faculty, students, and potential vendors in the creation and distribution of philosophy-branded items and merchandise
• Acts as department liaison for the Philosophy Students’ Association including Scheduling bi-monthly check-ins with the executive, sharing departmental event information with the executive, responds to questions about the processes from the executive.
• Researches diversity and inclusion initiatives across UBC and other post-secondary institutions; makes suggestions to Faculty equity officer around possible new initiatives
• Acts as a point of contact for students, faculty and community partners seeking information about the student engagement programs in the department
• Coordinates and implements the First Week Video Project; assists with the creation and editing videos featuring faculty members
• Provides support to undergraduate program assistant as needed including: t-rep for Scientia scheduling; front counter support; maintaining waitlists for undergrad courses; submitting finance claims to Arts Service Centre for processing; other duties as assigned
• Collects and analyzes student engagement survey results; compiles results into a report and makes suggestions to faculty and department head around improvements for student engagement programming
• Coordinates grad school Info session, providing zoom support, scheduling event, notifying undergrad students of events, assist faculty with facilitating student discussions
• Collaborates with faculty partners to develop and evaluate customized events and programs for students and alumni such as Career Fairs and the Colloquia guest speaker series
• Coordinates the Philosophy Essay clinic including creating clinic booking processes; publicizing clinic to mailing lists; liaising with clinic tutors regarding clinic schedules and attendees
• Creates graphics and content for department’s Imagine Day Website
• In consultation with faculty members, develops, coordinates and implements initiatives and events that link current students with alumni and community
• Works with faculty members to create and post social media content
• Coordinates, schedules, and promotes events to students via social media and e-mail newsletters targeting specific philosophy student groups
• Promotes and publicizes philosophy courses and events via department newsletters, social media, and mailing lists
• Pulls reports, compiles stats, and presents information around student diversity to faculty Equity Officer
• Develops entry, midpoint, and exit surveys in partnership with Undergraduate Program Chair which measure the UBC Philosophy student and alumni experiences
• Schedules, coordinates and attends program-related events, as required; also, supports preparation and dissemination of promotional materials
• Reviews and updates undergraduate sections of internal and public-facing websites.
• Develops promotional materials for courses such as graphics and copy for featured courses and works with faculty members to create course posters
• Responsible for all dept room bookings, travel bookings and catering arrangements.
• Liaises with other departments on campus
• Assists the Faculty Equity Officer in developing and coordinating student diversity initiatives and programs
• Coordinates and distributes student development survey to gather information about student engagement
• Works with faculty members to develop original content for our Philosophy Department news webpage including the Faculty Recommendations Project as well as department social media content

CONSEQUENCE OF ERROR

Errors in judgement, mistakes, inefficiencies, breaches of confidence in any of the areas of responsibility (undergraduate student enrollment and engagement, written and verbal communications, etc.) could go undetected for some time and cause serious damage to student academic progress and professional development. Mistakes and inefficiencies can result in lost student engagement opportunities for students (including professional development and training opportunities). Any error in public facing website and social media content would negatively impact the reputation and credibility of the department, and could cause undue stress to undergraduate students. Errors in financial claims could result in a potential financial loss to the University. Finally, mistakes at this level can cause significant embarrassment and reputational damage to both the Department and the University

SUPERVISION RECEIVED

The Undergraduate Engagement Assistant works along with, and under the general direction of the Chair Undergraduate, the Department Head and the Honours and Majors Program Chairs and the Equity Officer; they report directly to the Manager, Administration. Liaises with Arts Faculty Advising Offices, Enrolment Services and Arts ISIT and Central and Arts Finance.

SUPERVISION GIVEN

This position does not provide any supervision.

Minimum Qualifications

High School graduation, plus two year post-secondary diploma and 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

Ability to be thorough, accurate, and have a high level of attention to detail. Ability to respond appropriately to inquiries in person, on phone, and in writing. Ability to communicate effectively verbally and in writing. Ability to exercise tact and discretion when handling sensitive and/or confidential matters. Ability to understand and apply policies, procedures, and instructions. The ability to exercise judgement and to make decisions and work independently, to coordinate the logistics of the core aspects of programs (e.g., workshops, events), to effectively manage multiple tasks and priorities, to demonstrate initiative in handling matters of a complex and non-routine nature, to prioritize and work effectively under pressure, and to meet deadlines and demands of new initiatives and programming. Ability to analyze problems, identify key information and issues, and effectively resolve them. Ability to work with diverse communities of students. Ability to work collaboratively within diverse teams. Ability to effectively use Microsoft Office, including database management (including but not limited to Word, Excel, e-mail and internet applications in a PC environment preferred) is required. Basic knowledge and experience working with web design HTML or related programs such as WordPress is preferred. Graphic design skills and experience with Photoshop, Canva, and Adobe premiere pro for video editing are an asset.