Student Info Support 3 (Gr5)
UBC Sauder
Vancouver, BC
Job Posting

Job ID:
35938

Location:
Vancouver - Point Grey Campus

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Student Info Support

Classification Title:
Student Info Support 3 (Gr5)

Business Title:
Student Info Support 3 (Gr5)

VP/Faculty:
Faculty of Arts

Department:
Economics

Salary:
$42,540.00 (Annual)

Full/Part Time:
Full-Time

Ongoing:
Yes

Desired Start Date:
2019/11/25

Funding Type:
Budget Funded

Closing Date:
2019/11/21

Available Openings:
1

Job Summary

Provides intermediate level clerical support for the administrative, academic and research activities of the school. Acts as the school receptionist; handles enquiries and provides general information. Provides support for undergraduate advising and student services. Coordinates final exam and invigilation schedule. Handles general building maintenance requests. Coordinates several administrative functions such as photocopying accounts, mail and courier shipments.

Organizational Status

Reports to the VSE Administrator/Operations Manger. Works under the direction of the Accounts Coordinator. Receives work from faculty and senior staff member of the school. Works with staff in various units, including Building Operations, Enrolment services, Student Services, UBC Bookstore and the Faculty of Arts.

Work Performed

Acts as a contact point for information on a broad scope of school activities, procedures and deadlines. Acts as primary school receptionist. Explains requirements, policies, procedures and applicable deadlines. Asks probing questions to determine what callers need. Refers to manuals, web-based information, colleagues and faculty to investigate moderately complex problems and form responses. Remains current on the School's activities by monitoring various websites and other sources of information, raising inconsistencies or errors. Assists in developing new methods for ensuring that information is clear, consistent and accessible.
Responds to enquiries requiring a good knowledge and understanding of the School's undergraduate and graduate programs and policies. Outlines basic requirements and regulations, refers calls and more complex questions as appropriate. Refers to advising manuals and websites to form responses. Participates in Advising meetings and helps to develop new approaches.
Coordinates and maintains all final exam records and required course materials. Creates, maintains and distributes final exam schedule and coordinates TA exam invigilation.
Books and maintains School lounge and restricted classrooms and meeting space for ad hoc meetings. Assists with organizing events by placing orders, preparing materials, assisting with site set-up and handling registration and records. Coordinates student events and maintains records.
Enters key and access requests for various faculty, staff and students to various facilities and spaces in the Iona Building. Tracks, records, updates and inactivates users, and resolves problems with Secure Access and Building Operations. Updates all building and online directories.
Maintains a professional appearance in public areas and storages areas of the building, notifying custodians when special attention is needed. Reports maintenance issues and submits requests for minor projects to Building Operations. Monitors responses and resolves or reports problems.
Coordinates school photocopying services. Ensures equipment is properly maintained and provisioned, handles user enquiries and submits service requests. Instructs new users on operating procedures. Creates user codes, records charges and prepares statements as required. Assists new teaching staff and teaching assistants with Xerox orders and final exam requests.
Supports the on-line Bookstore textbook ordering process by reminding course instructors when orders must be placed, monitoring their responses, assisting to resolve problems, and preparing related reports for the school.
Types and formats documents. Provides administrative support as needed to school managers, faculty members and senior staff members.
Sorts, prepares, and directs mail and courier shipments. Coordinates and maintains office and kitchen supplies. Scans documents, and transmits and receives faxes.
Provides back-up support for other administrative staff and performs other tasks relevant to the classification.

Supervision Received

Works with minimal supervision. Receives detailed instructions on new assignments. Refers to various resources such as school manuals, website and UBC websites. Refers unusual or very complex matters to the Accounts Coordinator or to the VSE Administrator.

Supervision Given

No supervision given although provides instruction on work procedures.

Consequence of Error/Judgement

Exercises initiative, tact and judgment in handling matters of a routine and non-routine nature. Works with many conflicting demands and priorities. Establishes methods for completing assigned tasks and meeting priorities. Expected to find answers to unfamiliar questions or situations. Must be able to respond quickly and accurately. Failing to demonstrate initiative in learning of activities, programs or changes within student advising would create a poor impression of the school. Providing incorrect information concerning academic program requirements and exam information could complicate a student's academic career and negatively impact the school's reputation. Failure to set up and follow efficient methods to address the high volume of demands related to various tasks could result in damage to the School's reputation and delay the process of associate work.

Qualifications

High School graduation and 1 year post-secondary education. 3 years of related experience or the equivalent combination of education and experience. Ability to effectively and accurately use MS Office (Outlook, MS Word, MS Excel) and computers at an intermediate level. Ability to learn new software programs. Experience working in an academic office an asset. Ability to anticipate problems and issues and plan ahead. Ability to be thorough, accurate and have a high level of attention to detail. Ability to provide quality service to customers in a courteous, patient manner and to respond to contentious or politically sensitive issues with tact and discretion. Ability to listen actively and attentively, and obtain clarification as required. Ability to make thoughtful, informed, and thorough decisions. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to type 60 w.p.m. and to operate a normal range of office equipment. Ability to prioritize and work effectively under pressure to meet deadlines in an environment with frequent interruptions. Ability to communicate effectively in writing and verbally. Ability to work effectively, independently and in a team environment.

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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.