Front Counter Undergraduate Student Support

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Job Profile

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Department

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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

This position provides routine administrative and programs support for the School of Nursing Administration Services Office and Student Services Office. The nature of work requires a thorough knowledge of office routines department functions and University policies. This position provides classroom scheduling support and liaises with Scheduling Records & Systems Management at Enrolment Services. This role also coordinates facility and office support functions including minor and emergency building repairs; day to day office administration; liaising with UBC Facilities for mandatory inspections and maintenance requests and escalating any facilities related issues to UBC Facilities.

Organizational Status

Reports to the Senior Manager and a dotted line reporting to the Student Services Manager and Operations Manager. This position involves extensive interaction with staff faculty students contractors service technicians and external suppliers/vendors and provides interpretation of policies and procedures and guidance on administrative matters.

The University of British Columbia School of Nursing part of the Faculty of Applied Science holds the distinction of being Canadas first university nursing school continues to lead in nursing education research and clinical practice. With a strong foundation in health equity social justice and community engagement the School offers a full range of innovative programs including intensive BSN MN-NP MSN and PhD programs.

Work Performed

Acts as the first point of contact for the School of Nursing by performing duties such as receiving visitors answering the telephone and responding or redirecting as appropriate. Provides support to faculty & staff students and visitors.

Provides real-time operational and technical support during classes troubleshooting AV and videoconferencing issues assisting faculty and external instructors and coordinating with APSC IT to ensure seamless classroom and meeting room experiences. Supports computer-based exams: troubleshoot login issues supply laptops and liaise with IT administrators.

Liaises with Faculty and course leads to gather information related to course scheduling and classroom booking requests and processes approved Nursing restricted teaching space bookings within the School of Nursings internal booking system in accordance with established scheduling decisions and procedures.

Responds to moderately complex faculty and program requests and large volumes of scheduling data in complex and sensitive environment.

Implements course schedules and time tables with input from academic and administrative staff provides classroom scheduling support monitors for scheduling conflicts and allocating general teaching space in accordance with established priorities as set by Enrolment Services. Refers complex scheduling issues to Undergraduate and Graduate Administrative staff for resolution.

Supports preparing student timetables by monitoring and troubleshooting routine scheduling conflicts in Workday and the School of Nursings internal booking system maintaining scheduling information and collaborating with Undergraduate and Graduate Administrative staff to resolve timetable and room booking issues..

Coordinates publishes (internal) and updates cyclical academic activities including course schedules timetables & teaching schedules for graduate & undergraduate courses.

Troubleshoots routine scheduling conflicts resolve scheduling errors and communicate system limitations and space requirements.

Serves as the designated timetable support representative for the School of Nursing and the liaison to Scheduling Records & Systems Management at Enrolment Services.

Performs office administration tasks such as distribute mail and deliveries book meeting rooms and respond to MRBS Meeting Room Booking System requests replenish office supplies and coordinate confidential shredding. Coordinates moves event setup services building access parking security and after hour non-emergencies and emergencies.

Assists Operations Manager on Onboarding and Offboarding processes including manages IT system permissions card access and Pinnacle voice services.

Responds to the security and access control requests for the School including key authorization ACMS Access Control Management System programming securing of equipment and UBC card access control.

Reports and coordinates minor building repairs in a timely manner using the PLANON Maintenance Management System (ie. broken facets locks and doors etc) and ensures an immediate response to emergency or major building issues (ie. leaks security breaches).

Coordinates and liaises with UBC Building Operations for mandatory inspections (ie. fire protection equipment) within the Gateway Health Building. Coordinates building service requests such as plumbing repairs light fixtures re-lamping HVAC controls power outages pest management and other related maintenance requests. Coordinates any additional custodial services supplies and additional waste disposal.

Escalates and communicates any classroom scheduling related issues to the Student Services Manager.

Escalates and communicates any building related issues brought up directly to the Operations Manager communicates and informs Facilities.

Assists in creating digital teaching materials: AV setup for recordings video editing and uploading to Canvas or other appropriate Learning Management System.

Assists with HR reporting including extracting reports on mandatory training sick leave and vacation usage

Assists with Finance tasks including journal vouchers and processing expenses reports.

Performs other related duties as required.

Consequence of Error/Judgement

Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently and judgment to determine which of many methods are applicable in any given situation. There are a variety of job tasks requiring ongoing prioritization. Responsibilities and work situations are broader in scope with limited opportunity for standardized solutions. New or unusual problems are referred to supervisor.

Supervision Received

Works independently within guidelines and procedures but is expected to exercise initiative and judgment in the application and in prioritizing and completing work to meet School requirements. Also works under general direction regarding administration projects and regular tasks. Works in collaboration with UBC IT regarding AV and Media Support. Reports to the Senior Manager and a dotted line reporting to the Student Services Manager and Operations Manager.

Supervision Given

No supervision given.

Minimum Qualifications

High School graduation plus one year of related training plus two 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

1 year of post-secondary education plus 4 years of related experience is preferred. Ability to compose complex correspondence. Effective communication skills. Ability to exercise tact and discretion with faculty staff students and the public in giving and obtaining information explaining practices and procedures. Ability to coordinate and direct the work of others. Undergraduate degree in a relevant discipline is preferred. Customer service skills and awareness of cultural sensitivities. Enthusiastic organized and responsible - the ideal candidate is able to adapt to working with the different personalities of those who work in the School and external instructors in order to best accommodate to their needs. Relevant experience includes a demonstrated high level of customer service excellence some familiarity with audio-visual hardware and software. Previous experience working with educational professionals or employment in a University will be an asset. Knowledge and experience supporting audio-visual hardware and software procedures and practices. Physical ability to perform the duties of the job. (e.g. lifting standing). Ability to compose correspondence reports presentations and other written materials using clear concise business English. Ability to communicate effectively

verbally and in writing. Computer experience at an intermediate to advanced level is required Word Excel PowerPoint Outlook SharePoint preferred. Ability to work both independently and within a team environment.