Student Services Coordinator

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Posting End Date

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

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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 Student Services Coordinator supports students and programs across the School of Architecture and Landscape Architecture (SALA). This role provides front-line student advising admissions and records management and administrative support for curriculum and program delivery. The position is a key point of contact for graduate students in the Master of Landscape Architecture (MLA) Master of Advanced Studies in Landscape Architecture (MASLA) Dual Degree (MARCLA) Master of Urban Design (MUD) and PhD programs while also assisting with undergraduate and recruitment initiatives.

Organizational Status

The coordinator reports to the Student Services and Recruitment Manager and works closely with students faculty and staff within SALA. The role regularly liaises with UBC central units such as the Faculty of Graduate and Postdoctoral Studies (GPS) Go Global and other campus partners to ensure consistency in advising admissions and records practices.

Work Performed

Student Services and Advising

• Provides first-line advising to graduate students providing information and assisting in the resolution of complex issues.

• Advises on graduate program requirements and advancement; maintains accurate academic progress reports (APR).

• Oversees and advises on registration course planning waivers transfer credit and exchange/visiting student advising.

• Oversees the process for participation in Co-op Studies Abroad Design Build and Directed Studies courses.

• Ensures relevance of student services content on the SALA website and other campus directories.

• Coordinates faculty advisor assignments MLA vertical studio placements and graduating design project submissions.

• Assists with orientation graduation recruitment events studio reviews and summer programs (e.g. Vancouver Summer Program SALA Design Discovery).

Admissions

• Oversees all aspects of the admissions process for the Master of Landscape Architecture (MLA) Master of Advanced Studies in Landscape Architecture (MASLA) Dual Degree (MARCH MLA) Master of Urban Design (MUD) and PhD programs.

• Advises applicants on admission policies requirements and procedures.

• Reviews domestic and international transcripts; evaluates documentation against program and faculty policies.

• Supports admissions committees in application review.

• Prepares timelines sets admission committee deadlines and runs admissions meetings.

• Communicates admission outcomes to both GPS and applicants

• Maintains admissions records and supports faculty throughout the admissions cycle.

Awards and Scholarships

• Maintains entrance ongoing and graduation award and scholarship records and monitors accurate assignment of awards.

• Advises Faculty on availability of awards and ensures that recipients are selected in a timely manner.

• Oversees the submission process for external awards and fellowships including SSHRC and Indigenous Graduate Fellowship.

• Attends faculty meetings to advise on award criteria and manages preparation of documentation required to support decisions.

• Supports the annual Awards and Graduation reception as needed.

• Reviews the completion of student award recommendation forms and maintains scholarship records.

Administrative Support

• Trains and supports student services staff when required.

• Provides administrative support for curriculum updates including implementing approved program changes and maintaining accurate course information.

• Assists with program accreditation process.

• Supports relevant program meetings.

• Advises Program Chairs and/or SALA committees on UBC wide student related policies and procedures.

• Performs backup support for the Student Services Coordinator in Architecture

• Assist with Summer non-credit Programs (VSP and Design Discovery)

• Assist with student Professional Development events through the academic year

• Other related duties as required.

Consequence of Error / Judgement

The coordinator must exercise sound judgment and maintain a thorough knowledge of university policies and SALA procedures. Errors in admissions or advising could delay student progress impact graduation eligibility or negatively affect program reputation. Discretion accuracy and diplomacy is essential.

Supervision Received

Works independently under the general direction of the Student Services and Recruitment Manager. Exercises judgment in interpreting and applying policies referring unusual or complex cases as needed.

Supervision Given

No direct supervision of staff; may guide student assistants and temporary staff.

Minimum Qualifications

• High School graduation plus two year post secondary diploma plus four years of related experience or an equivalent combination of education and experience

• Willingness to respect diverse perspectives including perspectives in conflict with ones own

• Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion

Preferred Qualifications

• Undergraduate degree or equivalent combination of post-secondary education and 4 years of related experience is preferred.

• Experience in student advising records management and graduate admissions.

• Strong communication skills (oral and written) with a proven ability to deliver excellent student service.

• Ability to manage multiple priorities meet deadlines and exercise sound judgment in complex situations.

• Proficiency with MS Office (Word Excel Outlook); experience with UBC systems (Workday Student eVision AAP) is an asset.

• Ability to work independently and collaboratively and to handle sensitive matters with discretion.