Undergraduate Student Support Specialist – IRP

University of British Columbia

Employees – Union

Job Class
CUPE 2950

Job Profile
CUPE 2950 Salaried – Undergrad Pupil Supp 3 (Gr6)

Job Title
Undergraduate Pupil Help Specialist – IRP

Undergraduate Pupil Educational Advising Affiliate Dean College students Portfolio College of Land and Meals Methods

Compensation Vary
$4,319.00 – $4,540.00 CAD Month-to-month

Posting Finish Date
October 2, 2023

Observe: Purposes will likely be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

Oct 31, 2024

Please embrace cowl letter. It is a one-year time period appointment.

At UBC, we consider that attracting and sustaining a various workforce is vital to the profitable pursuit of excellence in analysis, innovation, and studying for all college, employees and college students. Our dedication to employment fairness helps obtain inclusion and equity, brings wealthy range to UBC as a office, and creates the mandatory situations for a rewarding profession. 

Job Abstract

Pupil Providers within the College of Land and Meals Methods (LFS) supplies complete assist for over 1,800 undergraduate college students finding out in considered one of 4 Bachelor of Science levels: Bachelor of Science in Utilized Biology, Bachelor of Science in Meals, Vitamin and Well being, Bachelor of Science in International Useful resource Methods, and Bachelor of Science in Meals and Useful resource Economics.  This unit ensures undergraduate college students within the College meet their full educational, skilled and private potential all through the course of their educational profession. LFS Pupil Providers operates utilizing a strengths-based strategy throughout its educational, engagement and profession advising with college students and is grounded on values of empathy, collaboration, wellness, inclusivity, and an general optimistic scholar expertise.

As a member of the LFS Pupil Providers crew, this place supplies front-line assist, info, and help within the decision of advanced points to present college students, potential college students, LFS college and most people relating to admission, primary course planning, scholar data and registration, and different routine features supporting LFS college students.  Refers college students to College and College insurance policies and procedures and supplies steering and interpretation to college students. This place offers with a variety of confidential and delicate info.

This place could evolve and duties could also be added or eliminated in response to up to date operational necessities, unit, and College objectives. This place requires a person who’s snug in an environment that can adapt to satisfy scholar wants, and as new applied sciences or alternatives for improved processes are recognized.

Organizational Standing

This place works as a member of the LFS Pupil Providers crew and experiences on to the Director, Pupil Educational Providers.  The incumbent may even obtain route from LFS Educational Advisors, LFS Pupil Engagement Officer and LFS Profession Strategist. This place is anticipated to work independently beneath route from the Director.

Should be acquainted with different areas of the college similar to Enrolment Providers, Pupil Improvement and Help Providers (Counselling Providers, Centre for Pupil Involvement and Careers, Pupil Well being Providers, Centre for Accessibility, AMS, The Centre for Educating, Studying and Know-how, and many others.) as many college students will want the suitable referrals as soon as they’ve come to LFS Pupil Providers.

Work Carried out

Pupil Help

  • Offers high-level customer support and front-line help, reflective of the unit’s values of empathy, collaboration, wellness, inclusivity, and an general optimistic scholar expertise.  Screens, prioritizes and responds to a wide range of in-person, electronic mail, digital or phone inquiries from potential and present college students, LFS Program Administrators or college, UBC departments and items, and most people. Asking probing questions to find out what college students really want, and refers them to probably the most acceptable Pupil Providers crew member or campus useful resource.
  • Is aware of and understands the advanced laws within the UBC Educational Calendar, on-line course schedules and different UBC publications.  Utilizing this information, together with the Pupil Info Service Centre (SISC), Pupil Service Centre (SSC), On-line Advising Administration System (OAMS), Diploma Navigator (DN), and Canvas, supplies correct info to potential and present LFS College students, different UBC college students who want to switch to the College, in addition to most people relating to admission necessities, registration, switch credit score, educational concessions, LFS diploma necessities and different primary scholar issues. Instance duties embrace, however aren’t restricted to, offering recommendation on find out how to resolve course planning points and registration conflicts, creating waitlists, shifting college students off wait lists as seats develop into obtainable, figuring out why a scholar’s registration is blocked, explaining what college students must do to take away the block, and many others. 
  • Interprets College and College insurance policies and procedures, and supplies steering and interpretation of identical to college students, college, and employees.  Assists and guides college students in making knowledgeable choices. Informs college students what they should think about when making choices and the educational implications of their choices.
  • Utilizing the Pupil Info Service Centre (SISC), workouts judgment to make choices about whether or not so as to add or drop programs, verify availability of programs, and acquire or replace scholar info, educational data or Diploma Navigator experiences.
  • Prepares and sends the Newslettuce, the e-newsletter circulated to undergraduate college students to maintain them knowledgeable of essential dates and deadlines, occasions, alternatives and messaging.  Ensures content material in every version is correct and is distributed on a pre-determined schedule, and updates and maintains the subscription mailing lists.


  • Participates in figuring out processes and methods that require enchancment, mapping present processes, re-designing processes, and making suggestions for change.
  • Offers administrative help in gathering, reviewing, and monitoring submissions and choices associated to educational or admission appeals, switch credit score requests, curriculum updates, minor and aggressive main purposes, and educational concession.
  • Utilizing SISC, collects and maintains scholar registration and educational information for sessional evaluations (annual evaluation of educational data to find out promotion and educational standing), award adjudication, lacking grades experiences and commencement.  Follows up with and notifies college students, Pupil Providers employees, college, or campus colleagues, and updates educational data, as required.
  • On behalf of Director, Pupil Educational Providers, evaluations requests and prepares Letters of Permission (LOP), visa extension and diploma completion letters, and prepares accordingly beneath established insurance policies.  Follows up on incomplete submissions, as wanted.
  • Maintains internet content material for the undergraduate tab of the LFS web site, together with the Pupil Providers content material.  Ensures the Undergraduate Occasions Calendar is correct and maintained, and LFS Pupil Providers content material is displayed on College-wide digital signage.
  • As College Timetabling Rep (TRep) and Examination Rep (ERep), ensures correct timetabling and scheduling of LFS undergraduate programs and exams.  Instance duties embrace, however aren’t restricted to, scheduling new programs, rescheduling present programs, and gathering and submitting remaining and SD examination requests.
  • Assists Director, Pupil Educational Providers with particular initiatives.  For instance, information assortment/extraction, determines what info to extract and the place to gather and entry information, and presents information in acceptable format.
  • Takes, transcribes, and distributes assembly minutes, as required by the Director, Pupil Educational Providers.
  • Compiles info and prepares month-to-month and annual experiences on LFS Pupil Providers every day and monetary operations.  Ensures info is correct and dependable.
  • Maintains info in and prepares experiences on the QLess digital queueing system for LFS Pupil Providers.
  • Maintains correct scholar data and information.

Different Duties

  • Maintains and updates a procedures handbook for the place
  • Offers administrative and logistics assist for LFS Pupil Providers occasions and knowledge classes, similar to Style of LFS or UBC Welcomes You.  Instance duties embrace getting ready registration lists, ordering catering, and reserving rooms/tools/digital conferences, as wanted.
  • Ensures entrance workplace and shared advising areas are properly maintained, and creates a welcoming, inclusive and accessible atmosphere for friends
  • Maintains and orders workplace provides
  • Helps LFS Pupil Providers crew and participates in cross-training initiatives, as acceptable
  • In assist of the Built-in Renewal Program (IRP) at UBC, obtain coaching, construct capability and develop into proficient in Workday Pupil, when it launches, as it is going to change the Pupil Info Service Centre (SISC). The implementation of this campus-wide system will necessitate that, as a member of the LFS Pupil Providers crew, the incumbent will likely be required to adapt and implement new methods of performing the above duties to allow them to proceed to satisfy aims.  Could also be requested to characterize LFS on IRP working teams, as acceptable, and will likely be required to contribute to LFS Pupil Providers crew discussions and choices on information migration, in addition to contribute to the event and distribution of a communication technique to tell and educate present college students.
  • Performs different duties associated to the {qualifications} and necessities of the job, as required.

Consequence of Error/Judgement

As a member of the LFS Pupil Providers crew, the incumbent is anticipated to supply a excessive stage of customer support and should train quite a lot of judgement and initiative in dealing with issues of each a routine and non-routine nature, requiring the interpretation of College and College insurance policies, procedures and tips.  Info should be correct and supplied in a respectful, well timed and supportive means.  Works with conflicting calls for and workouts judgement in establishing priorities and carrying work by way of to completion in a well timed method beneath normal supervision.

The incumbent workouts appreciable judgment and sensitivity to various cultural backgrounds, and should show tact and discretion. Consequence of error is excessive and poor judgment would compromise the integrity of the 4 Bachelor of Science levels within the College in addition to jeopardize the repute of the College of Land and Meals Methods and/or UBC. College students, different members of the educational neighborhood and normal public depend on recommendation given from LFS Pupil Providers and base their educational choices upon it.  College students not acquiring a required or really useful course, not with the ability to graduate, or candidates not with the ability to acquire admission to the College are some examples of what poor judgment may lead to. Miscommunication in registration and timetabling could lead to disgruntled college students and college. 

Supervision Obtained
This place experiences on to the Director, Pupil Educational Providers.  Work is carried out in accordance with established procedures and practices.  Makes unbiased choices inside tips.  Requires initiative to plan and full recurring assignments independently and good judgement to find out which of many strategies are relevant.  New or uncommon issues outdoors the established tips and issues involving coverage are referred to the Director.
Supervision Given
None, nevertheless, could present normal steering or clarify work procedures to and help with coaching of latest employees and/or scholar employees (Work Be taught or co-op college students) working in LFS Pupil Providers. 
Minimal {Qualifications}
Excessive Faculty commencement, plus one 12 months put up secondary diploma, plus 4 years of associated expertise, or an equal mixture of schooling and expertise.
– Willingness to respect various views, together with views in battle with one’s personal

– Demonstrates a dedication to enhancing one’s personal consciousness, data, and abilities associated to fairness, range, and inclusion

Most well-liked {Qualifications}

  • College commencement most well-liked.
  • Coaching in workplace procedures and practices an asset.
  • Expertise working in a scholar providers oriented place/atmosphere most well-liked.
  • Data of College of Land and Meals Methods diploma necessities and curricula in addition to UBC insurance policies, an asset. 
  • Data of the Freedom of Info and Safety of Privateness Act (FIPPA) most well-liked.
  • Potential to multi-task, prioritize and work successfully beneath stress to satisfy deadlines. Efficient organizational abilities.
  • Potential to speak successfully verbally and in writing.  Capable of talk advanced info or choices with sensitivity and cultural consciousness
  • Glorious interpersonal abilities. Potential to take care of a range of individuals in a respectful, courteous, and efficient method.
  • Potential to strategy interactions with an consciousness of delicate points. (e.g., points regarding particular cultures).
  • Potential to work successfully independently and in a crew atmosphere, and to deliver power, motivation and enthusiasm to the job.
  • Potential to train tact, good judgement and discretion.
  • Potential to keep up correct data and a focus to element.
  • Pc expertise at an intermediate stage is required (Phrase, Excel, Powerpoint, Outlook and Zoom).  HTML and Wordpress expertise an asset.
  • Potential to sort/information entry precisely and function a traditional vary of workplace tools.
  • Potential to be versatile to work outdoors of regular hours when required.
  • Fairness and variety are important to educational excellence. An open and various neighborhood fosters the inclusion of voices which have been underrepresented or discouraged.

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