Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr6)
Job Title
Records & Scheduling Assistant
Department
Student Support | School of Nursing | Faculty of Applied Science
Compensation Range
$4,449.00 - $4,676.00 CAD Monthly
Posting End Date
September 23, 2024
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Oct 20, 2025
This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.
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 Description Summary
The Records & Scheduling Assistant oversees and executes the overall workflow for course scheduling, classroom scheduling, and exam scheduling for all graduate & undergraduate courses at the School of Nursing (SoN).
In addition, the incumbent works closely with the BSN Progressions Committee & Student Services Team to identify progressions issues in the undergraduate program. This role liaises with a number programs and administrative units within the School of Nursing, the Faculty of Applied Science, and UBC.
Organizational Status
Reports to the Manager, Student Support Services and receives direction from the Associate Directors of Undergraduate and Graduate Programs. Works with faculty, staff, and students in Nursing. Liaises with Enrolment Services, other UBC administrative and student support units, BC College of Nursing Professionals, and other nursing workforce regulatory agencies.
Work Performed
Classroom Scheduling (45%)
- Creates, prepares, and coordinates course schedules, including developing standard time tables and allocating general teaching space in accordance with established priorities as set by Enrolment Services. - Evaluates complex faculty and program requests and large volumes of scheduling data in complex and sensitive environment.
- Plans and prepares student timetables; makes recommendations for best course placement and sectioning; keeps course instructor data current, schedules courses and books rooms.
- Responsible for the coordination, publishing (internal) and updating of cyclical academic activities, including course schedules, timetables & teaching schedules for graduate & undergraduate courses.
- Troubleshoots scheduling conflicts, resolve scheduling errors, and communicate system limitations and space requirements.
- Works collaboratively with various faculty, degree programs, and departments to collect data and resource requirements for all exam and course scheduling for NURS courses.
- Is the designated timetable representative for the School of Nursing, and the liaison to Scheduling, Records & Systems Management at Enrolment Services.
- Develops and maintains training resources and operational manuals for faculty and staff in the use of student information systems at UBC and internal student records systems at the School of Nursing.
BSN Student Records (40%)
- At the direction of the Associate Director and BSN Program Coordinator, administers cyclical timelines of the BSN Program as relates to current student progressions, advancement, registrations, program completion, and highlighting complex issues for faculty review.
- Understands and interprets the BSN degree and program requirements and regulations as published in the UBC Calendar and on the SoN website.
- Provides accurate information and support to the BSN Academic Advisor and members of the BSN Progression Committee regarding degree requirements, registration, academic concession, graduation and other student support requests.
- Maintains up to date student records to track student progression.
- Assists students and faculty with registration procedures and regulations, and supervises the registration of BSN Students in required courses.
- Supports the graduation applications for the BSN Program, and creates the list of applicants for the School of Nursing School Council meetings (Senate Conferral of degrees).
- Supports the BSN students in completing their BCCNP requirements for completion and Provisional registration.
- Processes documentation, not excluding letters of permission, academic concessions, graduation pending or confirmation letters, letters of good standing for Employed Student Nurse practice, and other confirmation letters as requested by students and program needs.
- In collaboration with the Student Services team, administers the BSN Cohort Document Collection Shells and collects and maintains records for all post admission program requirements (as designated by the UBC Calendar and BCCNP professional practice requirements).
- Uses university student systems such as SISC, FSC, SIS, and other UBC & School of Nursing systems to resolve registration issues, including supporting out of sync students in their return to the BSN Program.
- Processes alumni verification records for BSN graduates, liaising with local, regional, national, and international nursing regulatory colleges and agencies to respond to education verification requests.
- Organizes and maintains current and archival student records tracking and database systems for BSN students and alumni.
Student Academic Services & Program Operations (15%)
- Prepares reports, statistics, and produces other internal and external reports as needed.
- Provides status updates and advice to the Associate Director and BSN Program Coordinators on progressions issues.
- Works closely with the Manager, Student Services and Undergraduate Admissions Coordinator to implement and operationalize program procedures as related to BSN Progressions, Classroom and Exam Scheduling, and student service support.
- Makes recommendations and implements improved processes to enhance efficiency of operations.
- Contributes to the on-going maintenance of the School of Nursing website, the School of Nursing SharePoint site, the BSN Announcements Blog by identifying and updating content available to students and faculty online and in print.
- Acts as backup for the Undergraduate Admissions Coordinator
- Performs other duties as required in the day-to-day operations of Student Services.
Consequence of Error/Judgement
This position plays an important role in the management of one of the largest and most culturally diverse nursing programs in Canada, and has a direct impact on its quality and services. Accurate tracking of student records and undergraduate progressions is essential to the ensure students success. Errors could seriously impact the academic progress of individual students. The incumbent exercises a high level of judgment and must demonstrate professionalism, tact and discretion. Consequence of error is high and incorrect actions or decisions may damage the careers of students and may lead to appeals that could negatively affect the reputation of the program, the School and the University.
Supervision Received
The position reports to the Manager, Student Support Services. The incumbent is expected to work independently under the general guidance of the Associate Directors, and the Manager, and in close collaboration with the Undergraduate Admissions Assistant and the Recruitment & Graduate Admissions Officer.
Supervision Given
No supervision given.
Minimum Qualifications
- 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
High School graduation and 1 year post-secondary education.4 years related experience or the equivalent combination of education and experience.Experience in a university or college environment preferred Knowledge of UBC Student Services and/or experience maintaining student progressions and records, policies and procedures.Professional, advanced written and oral communication skills, as well as excellent organizational, and interpersonal skills are essentialAdvanced ability to produce reports and written materials.Ability to represent the School and its students effectively to academic and administrative units across campus, in addition to external agenciesExcellent time management and work prioritization skills with the ability to consistently meet deadlines.Demonstrated ability to multitask or coordinate numerous projects simultaneously while operating in a demanding client-focused environment.Self-motivated.Demonstrated ability to work under pressure, resolve problems, and take initiative, exercise tact and good judgment.Pro-activeness in approach to problem-solving and ability to envision consequences of decisions beyond immediate issues. Ability to identify potential problem areas and to develop and implement effective solutionsAbility to work independently, with minimal supervision, as well as part of a team.Genuine interest in student progressions in the School of Nursing.Familiarity with university student systems including Scientia, SISC and FSC.Advanced proficiency in Word, Excel and Access, and a strong comfort level with adapting to new technologies.Sensitive to dealing with faculty, students and staff in a multi-cultural context.Must exercise good judgment, be sensitive to a wide range of cultural and individual circumstances and be able to communicate information accurately and emphaticallyIs knowledgeable about customer service principles and provides service that is excellent, seamless and accessible
