Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Student Management, Level B

Job Title Academic Systems & Registration Lead

Department Admissions and Enrolment | Engineering Student Services | Dean\'s Office | Faculty of Applied Science

Compensation Range $5,906.25 - $8,508.42 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 July 23, 2023

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

Job End Date Sept 30, 2024

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, and is essential to fostering an outstanding work environment. 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 Academic Systems and Registration Lead position is responsible for the implementation, enhancement, upgrade and ongoing operations of information systems and processes that support student enrolment in the Faculty of Applied Science including, but not limited to, course scheduling, standard timetables, registration, academic progression and academic standing. This position will play a key role in the current UBC transition to Workday Student, and the development of academic process to ensure a smooth continuation of our student services during this period.

Responsibilities include, project management, training, system support and testing. The position requires a working knowledge of enrolment and academic cycles, scheduling, degree navigator, and sessional evaluation. This position is also responsible for the complex scheduling and timetabling for over 5300 students in 14 undergraduate engineering programs and for the supervision, training and mentoring of all staff involved in advising in the Engineering Academic Services Office. Due to pressures to meet annual strategic enrolment targets, the needs of multiple departments across two campuses, changing admission requirements, changing program progression and graduation policies and procedures, and new technological developments, the ability to multi-task, manage and deliver several projects simultaneously in a high demand environment is critical.

The incumbent will work in close collaboration with all departments and programs in the Faculty of Applied Science, other units in Enrolment Services, and the Faculty of Science.

Organizational Status

Engineering Academic Services (EAS) is a unit that facilitates and enhances student academic and personal development from admission to graduation for the fourteen undergraduate programs in six engineering departments and one school in Engineering, representing over 5300 students. The EAS office provides academic advising and support to first-year engineering students and broader academic and wellness support to all engineering students with the intention of supporting students to become successful and engaged university learners, prepared to achieve their personal and professional goals.

Work Performed

1. Information Systems Development & Support

• Maintains current knowledge of all information systems and processes employed by Engineering Academic Services staff, including but not limited to Scientia, Standard Timetable development software, SISC, FSC, OAMS, Degree Navigator, and Management software, Student Workday..
• Analyzes, monitors, prioritizes, authorizes, and communicates details regarding information systems change requests to UBC IT and/or Enrolment Services.
• Reviews and participates in the design usability of changes and enhancements to information systems to ensure they are intuitive and complete.
• Analyzes and assesses potential changes to business processes and reviews required design changes with appropriate faculty and staff, ensuring a student centered approach is prioritized.
• Maintains working knowledge of enrolment and registration cycle processes and procedures.
• Provides specialized technical advice to Engineering Academic Services staff and academic departments on the configuration of academic systems such as degree navigator, and provides recommendations on internal processes.
• Designs, develops, implements and evaluates end-user training for the Faculty.
• Ensures that the development of user documentation for various system components meets the needs of users and is maintained with up to date information and accuracy.
• Responsible for communicating with Engineering Academic Services staff and academic departments regarding information systems changes that impact the functionality or reporting within other units.

2. Course Scheduling, Standard Timetables and Registration

• Determines undergraduate engineering program teaching requirements including the number of sections, the section sizes, and the allocation of faculty and their teaching schedules based on multiple and complex variables.
• Negotiates course scheduling and the assignment of classroom space for engineering students with administrators and faculty members across multiple faculties and all engineering departments and programs.
• Creates all engineering timetables optimizing course combinations for scheduling to meet the needs of students and academic departments.
• Problem-solves with engineering and non-engineering departments providing service courses required by engineering students when conflicts arise.
• Oversees course resourcing, ensuring that classrooms and other facilities are utilized optimally.
• Provides leadership and support with registration of APSC students, and those wishing to take APSC courses.
• Provides leadership, training and guidance to other EAS and departmental staff and faculty.
• Serves as the Timetable Rep (TRep) for the Faculty of Applied Science on campus committees, and leads the coordination and training of TReps within the engineering Programs to ensure an organized and successful scheduling period.
• Provides consultation to UBC IT regarding scheduling and timetabling solutions.
• Seeks opportunities for systems and process improvements, and innovations in order to improve service to students and collaboration with departments inside and out of the Faculty of Applied Science.
• Advises the senior management team regarding undergraduate engineering program teaching requirements and scheduling outcomes.
• Resolves systemic and non-routine engineering scheduling and individual course scheduling conflicts.
• Oversees APSC specific courses, schedules andwaitlists.
• Corresponds with the Programs regarding program space availability throughout student registration process.
• Retrieves and assesses enrolment data to inform undergraduate Engineering program course scheduling and the creation of Engineering Timetables.

3. Academic Progression

• Reviews and evaluates curriculum or policy changes which will effect promotion and continuation requirements for sessional evaluations. Annually reviews faculty-specific sessional rules, updates necessary changes and communicates rules to Enrolment Services for programming.
• Provides support for graduation and sessional evaluation, ensuring students records are accurate, up to date and provides system support when needed.
• Maintains and implements Degree Navigator and/or Academic Progression Report (in Workday) which accurately reflects curriculum changes and course approvals. Works closely with Enrolment Services to ensure the updates are accurate and timely.

4. Other Duties

• Compiles reports for EAS management team and Associate Deans
• Participates in the recruitment, hiring and training of advisors and other staff as needed.
• May supervise staff.

Consequence of Error/Judgement
This is a key functional position within the Faculty of Applied Science with responsibility for streamlining and improving applicant and student services through systems improvement and for providing accurate statistic reports and data analysis that will be used in Faculty and institutional decision-making, policy development, and evaluating the effectiveness of policies and processes. Errors in design, interpretation or analysis of research could have far-reaching consequences; for example, failing to meet enrolment targets, insufficient or ineffective resource allocation, and the continuation of poor policies and/or practices. Failed projects can result in the loss of funds and/or staff resources, and incorrect actions or decisions may damage the careers of students and can lead to academic appeals or lawsuits, which could negatively affect the reputation of the Faculty and the University.

Supervision Received
This position works independently and within a team environment under the general direction of the Associate Director, Academic Systems, Enrolment and Registration . The incumbent has the authority to exercise judgement and make important decisions and provide services on matters on varying complexity in accordance with the University policies and best practices in student services. Work is reviewed for overall effectiveness.

Supervision Given
Oversees the involvement of Engineering Student Services M&P and CUPE staff on student and faculty information systems projects. Networks with, and provides guidance and training to, staff across the Faculty who require knowledge and understanding of information systems and associated reports. The position coordinates Engineering Student Services staff assignments during the testing of information systems.

May provide supervision as project leader of individual projects as they arise.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three to four years of related experience, or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own
- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

Demonstrated ability to manage multiple projects simultaneously. Demonstrated experience with quality assurance, system testing, documentation, and system usability. Advanced hands-on computer skills relating to spreadsheets, presentation and word processing. Attention to detail; excellent research skills. Proven ability to work and communicate effectively with all levels of technical, clerical, professional, management and other personnel. Excellent communications skills (oral, written and presentation). Proven ability to adapt to and work effectively in a multi-tasked environment, under pressure from high volume and critical deadlines. Experience with UBC systems (SISC, FSC, Scientia, and ISIS) would be an asset. Comprehensive understanding of university governance, structure, policies and operations.

University of British Columbia