Program & Advising Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

Job Description Summary

The Program and Advising Coordinator, Student Services, serves over 500 undergraduate

students, over 300 graduate students, and first year and prospective students interested in

Mechanical Engineering and Naval Architecture and Marine Engineering. Under minimal

direction, this position is responsible for project execution, advising, administrative, and

coordination functions related to both graduate and undergraduate students, programs, and

options within the Mechanical Engineering Department.

Major functions include advising and registration for all students in the B.A.Sc, M.A.Sc, and

Ph.D programs overseen by Mechanical Engineering; timetabling coordination, graduation

checks and adjudication; student teams and chapters relations; exchange pre-articulation;

undergraduate option admissions coordination; and coordination of student-focussed events.This

position also provides shadow coverage for the other CUPE position(s) within the Mechanical

Engineering Student Services Office, and administrative support to the Manager and Assistant

Manager, Student Services.

The incumbent typically works a standard day; however, flexibility is required as some

responsibilities require an irregular schedule, including evenings or weekends.

Organizational Status

• Reports directly to the Assistant Manager, Student Services, and ultimately to the Manager,

Student Services;

• Works closely with the Associate Heads and with Option and Program Coordinators/Directors

in matters relating to their specific initiatives;

• Works in close collaboration with other support staff in the Mechanical Engineering office and

within the Department as a whole;

• Liaises with a wide variety of UBC, and external (colleges, high schools), units in execution of

duties;

• Formally trains new staff on work procedures and/or oversees work of students and/or

temporary staff.

• Works independently within general guidelines;

Work Performed

• Provides advising to students in all programs overseen by the Department of Mechanical

Engineering, making recommendations on course selection and sequence in order to meet

student goals and graduation requirements. Responsible for solving complex student issues.

Tracks all student interactions in OAMS, and enters reports into Early Alert when necessary.

Follows up on student cases as required.

• Facilitates a holistic view in students of academic and career plans in order to balance academic,

professional, social, and personal demands, initiating regular dialogue with students on issues

such as the number of hours a student works, how many classes s/he takes, the number of hours

of study needed while balancing other social and personal commitments.

• Interprets and advises on University, Faculty of Applied Science, and Mechanical Engineering

policies and procedures as they apply to individual student programs, and acts as a resource for

faculty and staff on a variety of issues. Identifies gaps or opportunities to develop policies and/or

procedures within the department to better serve students or make delivery of programs more

efficient.

• Identifies students in crisis, either personal or academic, and advises about academic options

and/or personal support services. Refers to appropriate campus units such as Counselling

Services, Student Health Services, Access & Diversity Centre, etc.

- Assists students with resolving registration issues, including conducting conflict and pre-

requisite checks to ensure eligibility, using the Student Information System. Tracks admission

and registration statistics, monitors academic records and progression, produces reports, class

lists and transcripts as required.

• Responsible for course planning and scheduling for the undergraduate and graduate programs

overseen by Mechanical Engineering. Serves as the Departmental Timetable Representative

(TREP). Schedules courses and books classrooms using the Faculty Service Centre/Scientia, and

works with other departments and Engineering Student Services to create Standard Timetables

(STTs) for MECH. Enters requests for final exams in SISC. Processes ad-hoc booking requests

for faculty and staff in relation to course and/or special event needs. Maintains room booking

calendars for various MECH facilities.

• Performs graduation checks and participates in graduation adjudication for undergraduate

students. Checks transcript and student file prior to defense to ensure that all credit and special

requirements have been met. Ensures that all graduation documents are processed and grades

submitted on time for graduate students. Forwards confirmation of completion to the Faculty of

Graduate & Postdoctoral Studies.

• Coordinates the pre-articulation of MECH courses for international transfer credit equivalency,

and works with the Assistant Manager, the Associate Head, the Director of Engineering Student

Services, as well as stakeholders from Go Global to map out transfer credit process and promote

new and existing international opportunities to students. Works to identify new relevant

international academic and work opportunities for students.

• Responsible for the management of student group relations, including facilitating communication

between the department, the teams or chapters, the EDTC, the faculty staff, and faculty advisors.

Coordinates student funding applications, disseminating allocation decisions, and working with

the students to resolve any problems that arise within student teams or chapters throughout the

year.

• Responsible for planning and executing events and activities related to student recognition or

advising, such as information sessions, student recognition events, welcome orientations, and

student feedback sessions. Coordinates all aspects of the events, including creating an event plan,

making logistical and catering arrangements, and sending invitations and tracking RSVPs.

• Develops new and innovative ways to recognize academic and non-academic contributions to the

department by undergraduate and graduate students. Participates in the selection of students for

department and university scholarships and awards.Helps to identify candidates to be

nominated for awards and bursaries based on leadership or extracurricular involvement criteria.

• Coordinates all aspects of the application and interview process for the Mechatronics option,

Thermofluids option, and Biomedical option.

• Monitors submission of grades, includes some grade entry (using FSC, mostly for sessional

taught courses). Tracks and processes grade appeals, coordinates supplemental/deferred exams,

handles complex cases that require exam/grade accommodation or appeal requests from students.

• Leverages knowledge of students from constant interaction to help identify students in leadership

positions or those eligible for service awards.

• Updates and maintains the graduate student handbook providing departmental information for

new and prospective students. Updates the Course Planning & Registration Guide and advising

materials for current undergraduate students.

• Liaises with Engineering Student Services, Engineering Co-op, and other on or off campus

stakeholders, as required.

• Represents the Department, as required, at formal internal and external events, including open

houses, on and off campus information sessions, recruitment fairs, and special events.

• Maintains all paper and electronic student records and databases. Drafts official department

letters, memos, and correspondence for review.

• Creates, compiles, and maintains organizational and procedural documentation.

Assists with the creation of reports on activities, designing and implementing surveys of

activities and performing statistical analysis. Performs literature searches, evaluating data for

usefulness, and draft resource materials. Compiles and prepares statistical data and reports.

Develops templates, as required, to streamline processes.

• Arranges meetings and catering; transcribes and distributes minutes. Provides secretarial support

for departmental Course Review Meetings.

• Provides backup coverage for the reception duties in the Student Services Office.

• Participates on department safety committee, undertaking safety related tasks and duties, at the

request of the Safety Program Administrator (SPA). Serves as a building warden responsible for

directing people to designated exits and safe areas in the event of an emergency situation. The

Department will provide appropriate training.

• Provides general day-to-day support, as required, to the Manager. Performs other tasks in

keeping with the level, as required. Provides shadow coverage for the other CUPE position(s)

within the MECH Student Services Office.

Consequence of Error/Judgement

Exercises judgment and tact in dealings with students and others. Poor performance would

contribute to inefficient operation, poor service, and ineffective programming, thereby affecting

the reputation and credibility of the Department and the University. Lack of accuracy in work

could result in damaged relations with stakeholders.

Advising impacts the quality of the student experience. Misinterpretation of policies or program

requirements could cause serious problems for students in reaching their educational objectives,

may delay admission, advancement, or graduation, and damage the reputation of the department.

Supervision Received

This is a responsible position where a high degree of accuracy, maturity and initiative is

expected. Works independently under broad direction. Work is performed within authorized

prescribed limits and/or an approved plan. Exercises independent judgement in selecting and

interpreting information, and reconciling deviations from standard methods. Job tasks are

governed generally by broad instructions, objectives, and policies, usually involving frequently

changing conditions and priorities.

Supervision Given

Formally trains new staff on work procedures and/or oversees work of students and/or temporary

staff.

Preferred Qualifications

High School graduation and two years post-secondary education and4 years related experience or the equivalent combination of education and experience.A cover letter is an asset when applying for this position as a writing sample.

A thorough knowledge of university policies and procedures related to undergraduate and graduate programs and students is an asset; knowledge of the Mechanical Engineering program and student culture is preferred; Knowledge of how to use UBC systems (SISC, FSC, SCMC) is preferred. Ability to synthesize information from several sources to provide answers to student queries is an asset.

Experience with event planning and supervising student staff and volunteers is preferred. Strong organizational, planning, and problem-solving skills; ability to plan proactively; Ability to exercise logic and critical thinking; good judgment and initiative; attention to detail and a high degree of accuracy in work; Ability to work under pressure, prioritize work and meet deadlines; ability to cope with multiple conflicting priorities and interruptions from visitors to the office;

Strong writing skills required. Must be able to compose and edit correspondence using clear concise business English; must be able to write clearly with minimal grammar/spelling errors; Ability to use word processing, spreadsheet, database, presentation and web publishing applications at an expert level is required. Must be able to adapt to new software programs; Adobe Creative Suite, Wordpress, Canvas and Microsoft Sharepoint would be useful;

Advanced interpersonal skills are required. Requires diplomatic persuasiveness, sensitivity, and the ability to motivate behaviour and secure cooperation and acceptance of decisions; ability to exercise tact, confidentiality, and discretion;

Ability to work both independently and within a team environment; Ability to take and transcribe minutes; Ability to type 50 wpm and to operate a normal range of office equipment, including a telephone for telephone reception, a webcam for skype calls, a photocopier and scanner;

Ability to pick up and move objects up to 25 lbs (such as a box of copier paper).