Student Services Advisor

6 months
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Job Summary


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Job Description

Job Posting
29483  
Vancouver - Point Grey Campus
CUPE 2950 (Cler/Secr/Library)
CUPE 2950 Grad Student Support
Grad Student Support 2 (Gr6)
Student Services Advisor
Sociology
$43,128.00 (Annual)
Full-Time
Yes
2018/06/01
Budget Funded
2018/04/22 1

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Job Summary
As a member of the Student Service Office team , the incumbent  is primarily responsible for providing front-line assistance and information to current and prospective graduate and undergraduate students in the Department of Sociology as well as assisting the Senior Student Services Advisor (SSSA) in the delivery, development and evaluation of academic advising, admissions, student awards and student services. The incumbent acts as the Department's Timetable Representative (entering and reviewing course scheduling data) and support for event organization and delivery, student employment (including Teaching Assistants), and reception.  Reporting to the Manager of Administration, the individual is expected to work independently in support of the SSSA as well as the respective Chairs of the Graduate and Undergraduate Studies Committees, the Head of the Department and/or Manager of Administration.
The incumbent is expected to have a thorough knowledge of office routines and general knowledge of the Department, Faculties of Arts and Graduate and Postdoctoral Studies and University policies and procedures (including SISC, Scientia, and HRMS), to have effective interpersonal skills in dealing with students and faculty and in responding to inquiries about the graduate and undergraduate programs for Sociology, and to have the capacity to work independently and exercise good judgment.
Organizational Status
The incumbent reports to the Manager of Administration and works under the supervision of Senior Student Services Advisor as well as the Chairs of Graduate and Undergraduate Studies.  The incumbent may provide direction to Work Learn student employees.
Work Performed
Student Services and Administration
- Provides front-line assistance to faculty, public, prospective, graduate and undergraduate students on Sociology student services
- Responds to general queries concerning degree and promotion advancement requirements, as well as program and funding deadlines
- Investigates and analyzes academic problems and works with the Senior Student Services Advisor (SSSA) to find resolutions
- Functions as the first point of appeal for students who are not able to register. Provides basic direction to students regarding course availability, schedules and eligibilities
- Maintains and updates student files and records. Assists in report generation on undergraduate and graduate students, registration, grades and other items as requested by Department Committees , Department Head and/or Manager of Administration
- Prepares student related forms and monitors students' academic progression through to completion
- Works with SSSA, to process course waivers and transfer credits
- Provides back up and overflow assistance to the SSSA when required
Admissions and Administration
- Receives, opens, sorts and disseminates a high volume of telephone calls, office mail, facsimiles, and emails
- Advises applicants in the area of admission criteria (i.e. program requirements, program planning, application requirements, immigration documentation, and employment authorization), investigates and resolves complex student requests with guidance from the Senior Student Services Advisor
- Assists with student data inputs, work experience and other general information in the admissions system.
- Corresponds with applicants on status of application and follows up on missing documentation.
- Updates all admission letters and general correspondence when required.
- Determines admissibility by evaluating transcripts for North American and International candidates according to guidelines, including performing GPA calculations for academic degree programs as stipulated by the Faculty of Graduate Studies for admission requirements and ensuring that candidates meet minimum academic criteria
- Prepares, maintains and distributes orientation information to new graduate students, answers queries regarding transportation, accommodations, etc.
Student Awards and Scholarships
- Maintains and updates graduate program student financial spreadsheets and provides guidance on annual awards funding for current and incoming graduate students in consultation with the SSSA,  Chair of Graduate Studies and the Manager of Administration
- Coordinates the awards and scholarships competition process, i.e., departmental awards, GSI and 4YF, SSHRC and University Graduate Fellowship, Killam, etc., informs students and faculty of eligibilities, procedures, requirements and deadlines, and organizes award information workshop(s) as required by the SSSA
- Reviews graduating and internal/external scholarships for Sociology and Family Studies undergraduate and graduate students
- Provides information on application deadlines and requirements to students. Ensures files are forwarded for to Graduate Committee members for evaluation, referring unique and unusual files to the SSSA
- Communicates internal award decisions to students and the Faculty of Graduate and Postdoctoral Studies
General
- Enters and updates course scheduling information as provided by Manager of Administration into Scientia and SISC, provides advice and input on course conflicts and organization of courses
- Responds to faculty requests for scheduling or classroom changes in consultation with the Manager of Administration
- Coordinates ANSO room bookings for the department and room requests from faculty or staff for meetings, events, and/or classroom space outside of ANSO
- Provides support to the Assistant to the Head and SSSA with event management which includes: room and catering preparation and cleanup for events, logistical support for the department's seminar series, (travel and accommodation, scheduling, advertising, etc.), and general organizational assistance
- Performs necessary data entry for all student employment including postings, applications, hiring and appointments documentation, including Teaching Assistants (TA), Research Assistants, Administrative Assistant and Work Learn students,; ensures that TA  hiring is in accordance with CUPE 2278 regulations
- Prepares TA files - appointments, teaching evaluations, supervisor's reports, etc.
- Coordinates TA Teaching Evaluations, reviews list of courses/instructors with Course Evaluation Team, corrects missing/incorrect information, and ensures TAs are evaluated for their courses only
- Works with Vantage College to ensure smooth delivery of Sociology courses, providing assistance in areas such as:  TA hiring, TASM, instructor/TA course evaluations, reports, and exam scheduling
- Provides back up and overflow assistance to Reception in the main office
- Assists the SSSA in coordinating and administering the alumni network.
- Coordinates student events such as information sessions, professional development seminars, committee meetings, and department workshops, including; room bookings, speaker confirmations, catering, and the development and distribution of invites.
- Takes minute meetings, drafts or edits reports as required, and meets regularly with SSSA
- Performs other related tasks consistent with classification.
Supervision Received
Reporting to the Manager of Administration, the individual is expected to work independently in support of the Senior Student Services Advisor as well as the respective Chairs of the Graduate and Undergraduate Studies Committees, the Head of the Department and/or Manager of Administration.
Supervision Given
None but may give direction to a Work Learn student.
Consequence of Error/Judgement
This position interacts directly with graduate and undergraduate students, faculty members and the academic community on issues concerning admissions, registration and graduation.  The incumbent must be able to work independently and be able to recognize when matters must be brought to the attention of the Graduate or Undergraduate Studies Chairs, Department Head and/or Manager of Administration.
Errors in performance of the above-related duties, breaches of confidence, or ill-mannered behavior directly affect the reputation of the Department of Sociology. The duties involved in this position are mostly time-sensitive with firm deadlines that must be met. Incorrect or inappropriate decisions may jeopardize graduate and undergraduate students' academic programs and their ability to graduate or acquire funding for their studies, and may affect the credibility of the department and the University.
Qualifications
High School graduation and two year post-secondary diploma.  Bachelor's degree preferred.  3 years of related experience or the equivalent combination of education and experience.  - Thorough knowledge of university procedures and practices related to graduate and undergraduate programs as well as their application gained through experience is preferable
- Preference given to those with knowledge of and experience with UBC student systems (SISC, Scientia, and eVision) as well as finance and human resource systems (FMS, OPT, HRMS, ePaf and Position Management)
- Experience with MS Office products (Word, Excel, Outlook, Access) is required and preference given to those with knowledge and experience with website development (Wordpress) and social media platforms (Twitter, etc.)
- Able to understand and apply complex policies, procedures, technical information, and instructions
- Able to resolve problems, prioritize, manage multiple tasks, and accept responsibility
- Able to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals where appropriate
- Able to communicate effectively and tactfully in both oral and written form, and to compose complex correspondence
- Able to effectively resolve complaints in a calm, non-confrontational manner, and by exercising sound judgment
- Able to maintain accuracy and attention to detail
- Able to effectively use MS Word and MS Excel at a moderate to advanced level
- Able to anticipate problems and issues and plan ahead
- Able to create and accurately maintain record and filing systems
- Able to work effectively with minimal supervision
- Able to identify and respond to contentious or politically sensitive issues with discretion
- Able to exercise tact and discretion.
.
Equity and diversity are essential to academic excellence.  An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.  We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

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