Student Information Support

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Job Profile

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Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

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

Works collaboratively, in a variety of activities, to support the UBC Psychology Undergraduate and Graduate programs. Responsible for providing moderately complex information to current and prospective students. Provides support for the Associate Director, Undergraduate Program and the Manager, Graduate Program.

Organizational Status
Reports to Director, Administration. Interacts primarily with UBC students, faculty, and other department staff.

Work Performed

Responds to inquiries from current and prospective students at UBC Psychology.

- prioritizes, investigates and resolves moderately complex inquiries and refers more complex issues to a program manager.
- outlines departmental program requirements and policies.
- provides information to students with registration problems (e.g. reasons for blocked registration, advance placement students, course equivalencies).
- interprets and explains data presented in Workday; explains screens and fields to students.
- determines what documents students must provide and who to contact to obtain waivers or transfer credit.
- asks probing questions to determine what students really need.
- refers to advising resources, UBC Calendar, Workday and UBC legacy platforms (e.g. SISC) to form responses to inquiries.

Monitors use of and recommends updates to web-based material relating to student programs and resources in the Department of Psychology.
- asks as program liaison for all technical aspects of student programs, including Workday, Scantron/Remark, Comms100 and Qualtrics.

Provides administrative support to Department HSP committee (student research subjects).

Enters and updates data in online teaching evaluation system. Raises apparent problems and suggests possible solutions. Runs and distributes report at the end of each term and as requested for special situations.

Assists with scheduling labs and tutorials. Books classroom and lab space, changes seat restrictions, adds instructor names, verifies room availability.

Schedules exams for undergraduate courses. Assists with assignment of invigilation/marking duties for final exams. Collects exams to be written by students with deferred standing or whose exams are handled by UBC Access and Diversity. Ensures these reach Access and Diversity and the instructors in a timely and secure manner.

Provides information relating to student funding opportunities offered by the department, such as travel grants, awards and scholarships. Assists Awards Committee. Responds to inquiries related to student awards. Collects applications, calculates grade point averages using Workday, ensures applications are complete and are submitted prior to deadlines.

Retrieves data and prepares reports using spreadsheets.

Provides back up to the main office and performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement
Requires a thorough understanding of a wide range of policies. Information must be accurate and provided in a respectful and timely manner. Failing to understand fully a student s request could result in a student being unable to register in a required course. Providing inaccurate grade point calculations to the awards committee could result in top students not receiving an award. Providing inappropriate or confidential information to unauthorized individuals could result in claims through FIPPA.

Supervision Received
Works independently under the supervision of the Associate Director, Undergraduate Programs and Manager, Graduate Program. Receives detailed instructions relating to new duties and thereafter only on new or unusual problems.

Supervision Given
None.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus three 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

Undergraduate degree in Psychology or a relevant field preferred. Experience in a student service environment, such as Enrolment services, preferred. Knowledge of program requirements for Psychology and/or UBC programs. Strong computer competency required, including being able to learn and troubleshoot new software and technologies. Ability to communicate information and guidance accurately while remaining sensitive to a wide range of cultural and individual circumstances. Ability to listen actively and attentively, and obtain clarification as required. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to compose moderately complex correspondence and prepare reports in clear concise business English. Ability to work independently and in a team environment. Ability to prioritize and work effectively under pressure to meet deadlines.