Civl Administrative Assistant - Vancouver, Canada - University of British Columbia

University of British Columbia
University of British Columbia
Verified Company
Vancouver, Canada

1 month ago

Sophia Lee

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Sophia Lee

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Description
Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr6)

Job Title

CIVL Administrative Assistant

Department

Student Support | Department of Civil Engineering | Faculty of Applied Science

Compensation Range

$4, $4,676.00 CAD Monthly

Posting End Date

April 25, 2024

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

Job End Date

Apr 30, 2025


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 CIVL Administrative Assistant is responsible for the administration of the academic procedures and processes for the Civil Engineering Program at UBC.

The Administrative Assistant is responsible for supporting the Civil Engineering Student Services team.

It's a temporary role to aid in the implementation of Workday Student and offer crucial assistance during the registration phase.

Organizational Status

Works independently and reports directly to Manager of Student Services.

Handles student matters independently, referring problems to the appropriate faculty advisors, Associate Head and to the Manager of Student Services.

Interacts with faculty members, students, and other UBC units and departments.

Work Performed

Undergraduate Student Support

  • Assists incoming and current students for the Civil Engineering Program by providing information, interpreting University policies and procedures relating to undergraduate students
  • Assists with advising students on program course planning, providing guidance on course requirements and planning
  • Reviews, monitors and updates student records for missing marks and contacts professors in various departments for marks.
  • Assists with coordination and organization of student events such as Imagine Day and convocation graduation reception
  • Assist with creating and distributing promotional materials
  • Corresponds with instructors to schedule of exams for the summer term, including SD exams
  • Updates all students on new processes related to Workday Student implementation and course registration
  • Triages registration issues for undergraduate student support
  • Maintains a database of registration requests and creates a priority list for student registrations
  • Corresponds with incoming second year students on program requirements
  • Support with Vancouver Summer Program, including correspondence, campus tours and other tasks as needed
  • Organize student exams and develop a system for returning exams to students
Graduate Student Support

  • Tracks incoming graduate student acceptance and updates
  • Organizes Civil Graduate student directory to correctly sort incoming, current, and graduating students
  • Sends out biweekly graduate newsletter
  • Assists in communicating to faculty TA selection and appointment for summer and fall terms
  • Manages graduate student desk inventory
  • Welcomes new graduate students to UBC, assists with orientation, arrival, etc.
  • Requests MENG coursework plans from incoming and returning students and files electronic documents appropriately
General Office

  • Provides administrative assistance to instructors and staff as needed
  • Responsible for approving ad hoc room bookings for faculty and students
  • Assists the Manager of Student Services with other tasks as assigned
Consequence of Error/Judgement

Exercise judgment and tact in dealing with people. Failure to act in a professional, tactful manner will have an adverse effect on the image of the department. Errors in preparation or recording of student grades can affect advancement or graduation.

Supervision Received

Receives direct supervision from Manager of Student Services.

Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgement to determine which of many methods are applicable in any given situation.

Incumbent handles most undergraduate matters independently, referring problems to Manager of Student Services, and receives direction on special requests and projects.

Supervision Given

Is not required to supervise.

Minimum Qualifications


High School graduation, plus one 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 one's own
  • Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications

Minimum 3 years' related experience, preferably within University environment. Thorough knowledge
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