Staff - Union
CUPE 2950
CUPE 2950 Salaried - Student Info Support 4 (Gr8)
Student Services Coordinator
Administrative Support | Department of History
$4,739.00 - $5,102.00 CAD Monthly
June 26, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
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.
Job Summary
As a member of the Department of History’s Student Services Team, the Student Services Coordinator provides complex support to History Honours students and the Student Services Manager. The incumbent is Responsible for coordinating the day-to-day student information support operations for assigned undergraduate and graduate portfolios, including overseeing work processes, establishing work schedules and priorities for the Student Services Assistant, and resolving complex student inquiries related to Honours program admission, registration, requirements, and completion.
Organizational Status
Reports to the Students Services Manager (SSM). Works closely with and under the general guidance of the Honours Chair (HC) and the Associate Head Undergraduate (AHU). Works closely with the Honours Chair. Works collaboratively with the Student Services Assistant. Interacts regularly and collaboratively with students, faculty, and staff of the History Department. Liaises with Enrollment Services, Graduate and Post-doctoral Studies, Arts Advising, Vice President Students’ Office, International Student Advising, and other Departments and Faculties at UBC.
Work Performed
Student Services – Program Support
Undergraduate Student Portfolio: Honours Program
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Coordinates all aspects of admission in consultation with the Honours Chair, including updating and managing the online admissions portal, determining students’ eligibility and suitability for admission, communications on admissions results, registration support, admitting successful students and advising them on their academic program requirements
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Trouble-shoots issues arising for new and returning students with complex registration problems. Adjusts course seat releases and registration as required
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Works with Arts Advising to resolve issues concerning credits, T-Standing, and Honours program changes
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Provides guidance and information to the Honours Chair on program policies, including evaluating and making recommendations on improving honours related processes, such as admissions
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Monitors and follows up on students’ course enrollments and progress through their program
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Coordinates honors thesis submission process including providing guidelines to students, examiners, supervisors, and Honours Chair and working with librarians to ensure thesis submissions are completed in UBC cIRcle in a timely manner
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Maintains current and historical Honours students’ records across multiple spreadsheets and platforms
Course portfolio: 100, 200 and 400 level courses
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Implements summer and winter schedules as directed by the SSM and AHU for the more complex course levels (ex. those with discussion sections and Honours program courses) in all relevant software and platforms.
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Updates course caps, classrooms, schedules and makes other course related changes as directed
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Arranges Student Evaluations of Instruction (SEoI), ensuring all faculty and Teaching Assistants have their courses properly reviewed
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Prepares documentation, tracks, and ensures accuracy of curriculum items in UBC Calendar
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Coordinates final exam requests and standing deferred exams
Lead Hand – 100 & 200 Level TA’s
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Acts as lead hand to TA’s for 100 (which includes TA’s who are leading discussion sections) and 200 level courses, including onboarding new students, ensuring that required training is completed, tracking attendance at orientation and other events, coordinating supervisor check-ins and reviews, and coordinating room bookings for office hours. Escalates complex issues and concerns to the Student Services Manager and/or Administrator as appropriate
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Prepares, distributes and tracks TA offer letters, as directed by the SSM
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Initiates and monitors related TA appointments in Workday as HR Analyst
Grad Student Portfolio: PhD students & Progress Reports
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Coordinates doctoral admissions processes in eVision including: receiving and tracking online applications, providing initial analysis of transcripts, addressing applicant queries, addressing missing information, sending completed files to the Graduate Committee, implementing Committee admissions decisions; preparing official rejection and acceptance letters as well as preparing the welcome package for incoming students
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Monitors grad student progress reports, compiles information related to progress, does initial analysis of progress data for the SSM
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Maintains current and historical student records across multiple spreadsheets and platforms
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Advises honours students and resolves complex inquiries on program policies, application, admission, registration, program requirements and completion
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Attends and takes notes at disciplinary meetings involving student misconduct.
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Provides backup support on both generic student email accounts ([email protected] and [email protected]) as needed
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Refers students to appropriate support services both on and off campus as needed (Counselling Services, Student Health Service, International Student Development, Enrolment Services Advisors, Student Housing), or to related University units.
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Stays current with all relevant UBC, Faculty of Arts and History Department policies and procedures as well as collective agreements, providing instruction, guidance and straightforward interpretation to all members of the community.
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Oversees work processes, establishing work schedules and priorities for the Student Services units
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Provides staff support to the Graduate Committee, including scheduling meetings, handling hybrid AV requirements, taking minutes, and providing other support as needed
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Assesses eligibility for graduate and open financial awards; provides recommendations to departmental awards committee
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Prepares data and analysis for the first draft of the Graduate and Honours Annual Reports
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Updates position manual, guides and other materials related to their position
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Responsible for the care and maintenance of relevant sections of History’s outward and inward facing websites
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Backup support for HRA faculty
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History staff currently have a hybrid work arrangement of 3 days minimum in office (post probation); to support this initiative, all staff 1) share responsibility for on-site duties: answering the phone, distributing mail, photocopier support, greeting walk-ins, handling immediate facilities issues, etc. and 2) provide backup on (critical) services to other positions as those services align with their own work.
Consequence of Error/Judgement
Incorrect information could affect students’ academic progress at UBC. Missed deadlines or inattention to duties could negatively affect hundreds of students, as well as faculty and teaching assistants. The reputation of the Department of History, and the University of British Columbia, could be seriously diminished by poor performance.
Supervision Received
Works independently under the direction of the Student Services Manager. Works closely with the Honours Chair and Associate Heads Graduate and Undergraduate.
Supervision Given
Lead hand for all TAs of 100 (who provide teaching duties) and 200 level courses in the Department. Supervises Student Services Assistant, as well as student workers and provide training to other staff.
Minimum Qualifications
High School graduation, plus two year post secondary diploma, plus 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
Effective oral and written communication. Experience working with students or in a student support role. Analytical ability and moderate to advanced competency with Excel. Experience using UBC systems including Workday, eVision, SISC, Scientia, Blue, WordPress. Experience working within a complex organizational structure; and understanding of the academic and public-sector environment. Strong organizational and interpersonal skills. Ability to effectively communicate verbally and in writing. Ability to research novel problems, input and extract data, interpret and analyze findings, as well as communicate information both verbally and visually. Ability to interpret and implement policies and procedures. Ability to work in a team. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to write for various audiences and contexts. Ability to be thorough, accurate, and attentive to detail. Proven ability to interact effectively, respectfully and positively with students, faculty, and staff. Willingness to respect diverse perspectives, including perspectives in conflict with one’s own. Demonstrated commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.
