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Assistant Manager, Undergraduate Student Services
Posted on Nov. 30, 2024
- Vancouver, Canada
- 0 - 0 USD (yearly)
- Part Time
Staff - Non Union
The Assistant Manager, Undergraduate Student Services, provides comprehensive program administrative support to students within the department's electrical and computer engineering undergraduate programs. The incumbent is responsible for overseeing day-to-day operations in the undergraduate student services portfolio, both through their own work and by effectively managing work performed by program support staff. Responsibilities include advising on complex student cases, addressing general inquiries, managing graduation adjudication, providing support for course registration, scheduling, and timetabling, assisting with the curriculum committee, overseeing student team administration, planning student-focused events, and enhancing the overall student experience. Additionally, this position provides direct managerial coverage in the absence of the Manager, Student Services and Engagement.
Organizational Status
Work Performed
Job Category
M&P - AAPS
Job Profile
AAPS Hourly - Student Management, Level A
Job Title
Assistant Manager, Undergraduate Student Services
Department
Administrative Staff | Department of Electrical and Computer Engineering | Faculty of Applied Science
Compensation Range
$35.30 - $50.72 CAD Hourly
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
December 6, 2024
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Jul 31, 2025
This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.
This is a part-time, hourly position (10 hours on average per week).
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
The Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with over 1,000 undergraduate and 400 graduate students enrolled in its degree programs. The department is also engaged in a range of research activities, with over 50 research-track faculty members actively involved in their respective scholarly communities.
The Assistant Manager, Undergraduate Student Services, provides comprehensive program administrative support to students within the department's electrical and computer engineering undergraduate programs. The incumbent is responsible for overseeing day-to-day operations in the undergraduate student services portfolio, both through their own work and by effectively managing work performed by program support staff. Responsibilities include advising on complex student cases, addressing general inquiries, managing graduation adjudication, providing support for course registration, scheduling, and timetabling, assisting with the curriculum committee, overseeing student team administration, planning student-focused events, and enhancing the overall student experience. Additionally, this position provides direct managerial coverage in the absence of the Manager, Student Services and Engagement.
Organizational Status
The Assistant Manager, Undergraduate Student Services, reports to the Manager, Student Services and Engagement. The incumbent collaborates closely with other departmental staff and faculty, particularly with other managerial staff in the administration services office, the Department Head and the Associate Heads responsible for student affairs. Furthermore, the incumbent must be capable of liaising effectively with the wider campus community, including, but not limited to, members of ECE student organizations, UBC Enrolment Services, Applied Science Engineering Academic Services, and UBC Engineering Co-op.
The incumbent supervises the daily activities of one or more CUPE 2950 staff assisting with tasks related to the department’s undergraduate programs, such as program administration and student advising. Additionally, the incumbent may occasionally provide direction to communications and marketing support staff in areas such as developing marketing materials, organizing events, initiating outreach, and maintaining the departmental website in connection with our undergraduate programs.
Work Performed
Undergraduate student services and program support:
- Responds to day-to-day undergraduate queries through various channels, handles complex student advising cases, recommends academic accommodations, refers to non-academic support services, follows up on high-risk cases, and discusses any concerns with relevant parties (e.g., senior management, program advisors, faculty leadership, other student services units at UBC) in a timely manner.
- Manages the undergraduate student advising schedule and delivers in-person and virtual advising sessions; evaluates advising offerings and makes adjustments to address the advising needs of the current undergraduate student cohort.
- Provides high-level advising on complex academic and non-academic matters relating to undergraduate students and programs, such as interpreting policies and procedures and overseeing course registration, administration of grades, and graduation processes.
- Performs graduation checks and graduation adjudication for undergraduate students, requiring in depth knowledge of ECE undergraduate program requirements and policies and an ability to navigate UBC undergraduate student record platforms during the transition to UBC’s new Workday Student platform.
- Manages exam scheduling processes, including deferred/supplemental exam requests, supporting Engineering Academic Services and ECE course instructors.
- Oversees 2nd-year placement processes and internal department transfer applications.
- Works closely with the department’s course scheduling staff to ensure course scheduling, timetabling, and waitlist management is completed on time each academic year.
- Documents existing program policies, procedures, and systems to improve the undergraduate student experience; recommends changes and contributes to the development of new policies and procedures for the department's undergraduate programs.
- Ensures the accuracy and currency of information related to undergraduate students and programs on the departmental website, coordinating with the communications team for necessary updates.
Student engagement and other duties:
- Represents the department at events (e.g., recruitment fairs, open houses, information sessions) and collaborates with team members on strategies to optimize ECE’s presence and participation at future events.
- Contributes to the department's transition from SISC to Workday Student, focusing on the undergraduate Workday experience. This involves acquiring a thorough understanding of navigating and interacting with the Workday system through training and effective communication with the department's transition team leads.
- Advises on student support staffing needs and recruits, trains, and manages student support staff.
- Collaborates with other office managers to foster a positive and productive workplace environment, promoting teamwork, employee well-being, and overall success.
- Provides backup support for other tasks as needed.
- Provides comprehensive training to new student services support staff.
- Assesses undergraduate program services and develops policies, procedures, and systems within the department to better serve students or make delivery of programs more efficient.
- Supports the curriculum committee faculty team on curriculum planning, assessment of learning outcomes, curriculum changes, cross-checking ECE and UBC course calendars and policies, and helps to ensure that student programs meet accreditation requirements as laid out by Engineers Canada.
- Coordinates the administrative management of undergraduate awards.
Consequence of Error/Judgement
The Assistant Manager, Undergraduate Student Services, serves as a primary contact for ECE’s undergraduate students. Proficiency in relevant departmental and university policies is imperative, and the incumbent must be able to interpret and apply these policies using sound judgment. The incumbent may face challenging situations, particularly in conveying sensitive information to students, demanding a consistently professional and tactful demeanor. Any lapses in judgment may adversely affect the standing of the Department of Electrical and Computer Engineering and the University of British Columbia (UBC). An advising decision taken contrary to UBC policy or Canadian Engineering Accreditation Board requirements could cost the Department its accreditation. Inaccuracies arising from poor judgment could impede current students' academic progress or compromise overall student well-being.
Certain duties will require a high level of confidentiality, particularly when dealing with students' personal information. At UBC, we are regulated by the Freedom of Information and Protection of Privacy Act (FIPPA), which requires us to protect personal information from unauthorized collection, use or disclosure. Failure to comply with FIPPA increases the risk of a privacy breach, which could have negative consequences for the affected individuals and the department.
Certain duties will require a high level of confidentiality, particularly when dealing with students' personal information. At UBC, we are regulated by the Freedom of Information and Protection of Privacy Act (FIPPA), which requires us to protect personal information from unauthorized collection, use or disclosure. Failure to comply with FIPPA increases the risk of a privacy breach, which could have negative consequences for the affected individuals and the department.
As a member of the ECE Administration Office’s management team, the incumbent is expected to uphold a standard of professionalism, exercise discretion and apply sound judgment in communications with others, and contribute to the cultivation of a respectful workplace environment. The Assistant Manager, Undergraduate Student Services, is expected to serve as a positive example to others, embodying the values of professionalism, integrity, and commitment to the well-being of students and the department as a whole.
Supervision Received
The Assistant Manager, Undergraduate Student Services, is directly supervised by the Manager, Student Services and Engagement, with additional direction provided by the Department Head, the Associate Head, Undergraduate Affairs, and the Manager, Business Operations. The incumbent is expected to independently manage tasks with minimal supervision by applying existing knowledge, using fact-finding skills and exercising sound judgment.
Supervision Given
Trains and assists with supervising work performed by student services support staff and/or student workers working with the student services team.
Minimum Qualifications
Supervision Received
The Assistant Manager, Undergraduate Student Services, is directly supervised by the Manager, Student Services and Engagement, with additional direction provided by the Department Head, the Associate Head, Undergraduate Affairs, and the Manager, Business Operations. The incumbent is expected to independently manage tasks with minimal supervision by applying existing knowledge, using fact-finding skills and exercising sound judgment.
Supervision Given
Trains and assists with supervising work performed by student services support staff and/or student workers working with the student services team.
Minimum Qualifications
- Undergraduate degree in a relevant discipline. Minimum of one to two 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
- Demonstrated commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
- Exceptional interpersonal skills and demonstrated experience working with a diverse student population and work environment. Requires the ability to exercise tact, confidentiality, and discretion.
- Excellent written and oral communication skills. Requires diplomatic persuasiveness, sensitivity, and the ability to motivate behaviour and secure cooperation and acceptance of decisions or changes.
- Strong analytical and problem-solving skills. Excellent judgement and decision-making skills.
- Ability to work independently and within a team environment. Must be able to work under pressure, prioritize work and meet deadlines; ability to cope with multiple conflicting priorities and interruptions from visitors to the office.
- Proven ability to supervise, train, and manage staff. Ability to effectively manage time and handle stress in a multi-faceted work environment.
- Ability to be thorough and detail-oriented when reviewing data, and when supporting the smooth delivery of administrative processes.
- Experience working in a university environment and knowledge of UBC programs, systems, and services an asset.
- Experience using student management systems SISC, FSC, SCMC, OAMS strongly preferred.
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