Job Description

Staff - UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr7)Job Title Undergraduate Program CoordinatorDepartment Administrative Support | Department of Asian StudiesCompensation Range $4,594.00 - $4,827.00 CAD MonthlyPosting End Date October 1, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End Date May 31, 2025At 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 SummaryActs as the first point of contact in the department\xe2\x80\x99s main office, provides information and support to undergraduate students, provides administrative support to the Japanese Language Program. Major responsibilities include responding to a variety of inquiries from general to an interpretative nature related to the programs and courses using general guidelines and established Faculty and University policies; assisting with the management, maintenance and development of online placement system, as well as enrolment and events support for the Japanese Language Programs; providing administrative support to the Department; and liaising with university and external agencies.Working RelationshipsReports directly to the Administrator and works under the supervision of the Planning Coordinator. Serves as the primary point of contact for undergraduate students, and supervises Work Learn student employees. Works closely with the Planning Coordinator and other departmental staff. Contacts individuals within and outside the Department and the University.Work PerformedProvides front-line assistance to faculty, students, and the public on Asian Studies courses, programs, and student services.Responds to a variety of written e-mail and oral inquiries of an interpretive nature from current and incoming students requiring a thorough knowledge of the undergraduate program, university policies and procedures. Provides information and replies to inquiries regarding University programs, courses and requirements, admissions, awards and scholarships, eligibility and application process.Responds to student inquiries pertaining to issues such as enrollment, course availability, and confirmation of registration. Assists students, faculty and staff by providing information, interpreting University policies and procedures relating to undergraduate issues.Holds regular scheduled office hours, during which current and prospective students can drop in for information and guidance.Oversees course and waitlist registration: Provides direction to students regarding course availability, schedules, and eligibilities; functions as the first point of appeal for students who are not able to register.Interacts with other departments and Arts Advising on behalf of students when they encounter registration problems which cannot be remedied at the department levelEnsures student compliance with prerequisites and continuation requirements; provides information on placement procedures for language programs within the department.Investigates and analyzes academic problems and works with the Student Programs Coordinator to find resolutions.Liaises with Go Global, Arts Advising and Enrollment Services in assisting students wishing to go on or who have been on Exchange Programs and assessing what credits will be awarded for courses taken while on exchangeMaintains and updates student files and records. Assists in report generation on undergraduate students, registration, grades and other items as requested by Department Committees, Department Head and Administrator.Assists with the development and maintenance of the Japanese Language Programs placement system.Provides administrative assistance with the development of the web and social media presence for the Japanese Language Program, as well as Program events.Enters and updates course scheduling information into Scientia and Workday Student and acts as one of the Department Timetable Representatives.Implements procedures to restrict enrolment to upper-level courses as required.Adjusts course enrolment caps as required.Maintains and disseminates changes to policies and procedures related to registration and course scheduling.Coordinates classroom bookings and changes.Resolves complex issues around assigning classrooms and unique course requirements.Confirms internally developed course schedule matches data appearing on Workday Student, makes corrections as needed.Performs enrolment monitoring and provides information to the Administrator and Planning Coordinator of over and under subscribed course.Coordinates teaching evaluations for faculty and Teaching AssistantsSupports adjudication of undergraduate awards.Provides administrative support to the Department\xe2\x80\x99s Undergraduate / Curriculum committee, including the curriculum change process.Answers email, phone and in-person enquiries at the Department\xe2\x80\x99s main office; oversees departmental mail and couriers; orders office supplies and maintains inventory.Trains new staff on established office procedures and protocols; supervises up to four Work Learn students.Compiles and maintains departmental enrolment statistics.Performs other duties as required.Exercising Judgement/Impact of DecisionsThis position interacts directly with 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 Administrator, Student Programs Coordinator, Planning Coordinator Undergraduate Committee Chair and/or Department Head.Errors in performance of the above-related duties, breaches of confidence, or ill-mannered behavior directly affect the reputation of the Department of Asian Studies. The duties involved in this position are mostly time-sensitive with firm deadlines that must be met. Incorrect or inappropriate decisions may jeopardize undergraduate students\' academic programs and their ability to graduate or acquire funding for their studies, and may affect enrolment in departmental courses as well as the credibility of the Department and the University.Supervision receivedReporting to the Administrator, the individual is expected to work independently and supports the Planning Coordinator, Chair of the Undergraduate Committee, and Department Head.Supervision givenSupervises up to four Work Learn students. May provide training to other staff.Minimum QualificationsHigh school graduation plus one year post secondary education, plus a minimum of 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 inclusionPreferred QualificationsExperience in a post-secondary student services setting, and experience working with students in a student support role required. Advanced level Japanese Language skills required.Proficiency with office software applications (MS Office) and experience working with Scientia and Workday Student required. Effective oral and written communication, interpersonal and organizational skills. Ability to work independently and as a member of a team. Ability to exercise tact, discretion, judgment and diplomacy. Ability to exercise cultural sensitivity when dealing with international students and working within an intercultural setting.

University of British Columbia