Admissions & Meng Coordinator, Student Services

Admissions & MEng Coordinator, Student Services

This position is a 100% in-person role on UBC Vancouver's Point Grey campus.

The Admissions & MEng 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 graduate students, programs and options within the Mechanical Engineering Department. Major functions include admissions to the M.A.Sc, Ph.D, and M.Eng programs overseen by Mechanical Engineering; coordination of graduate awards, and MEng program administration. This position also provides shadow coverage for the other CUPE position(s) within the Mechanical Engineering Student Services Office. The incumbent typically works a standard day; however, flexibility is required as some responsibilities require an irregular schedule, including evenings or weekends.

This position reports directly to the Manager, Student Services, and ultimately to the Department Head. Works closely with the Associate Heads, Option and Program Coordinators/Directors, Curriculum Chair, and Faculty Advisors 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; and liaises with a wide variety of UBC, and external (colleges, high schools), units in execution of duties. Expected to work independently within general guidelines.

Graduate Admissions - Coordinates the graduate admissions process for the M.A.Sc, M.Eng, and Ph.D programs within Mechanical Engineering. This includes assessing applications for completeness and eligibility based on established policies, checking applicant files for completeness, ensuring that necessary application supporting documents are received, following up on incomplete applications, and sending replies regarding the application decisions. Responds to complex inquiries by phone, email, or in person, from students, staff, faculty or external stakeholders. Provides information about admissions policies or procedures, program requirements, course availability, timetables, and department information to students, staff, faculty, and the public. Maintains a complex admission database to provide accurate up-to-date information to faculty members and administration. Tracks admission and registration statistics, produces reports, class lists, and other documents as required. Performs the initial assessment of graduate applications and transcripts, and provides guidance and assistance to graduate applicants. Assists and advises prospective students about admission and program requirements. Resolves both general and complex admission cases in consultation with the Manager, Student Services and the Associate Head, Graduate Studies. Participates in the development of Department policies and procedures related to graduate admissions.

Graduate Awards - Coordinates all graduate student awards, including entrance and ongoing awards. Tracks all incoming funding sources and all outgoing award allocations. Disseminates funding and award announcements to students and faculty. Oversees the award nomination process, including those in conjunction with graduate admissions and organizes the ranking committee meetings. Communicates results to applicants, and amends admissions offers as required. Participates in the development of Department policies and procedures related to graduate awards.

Program and Student Support - Primary staff contact for all incoming and current MEng students. Answers inquiries, meets with students, and refers issues to the faculty supervisor or MEng Program Director as needed. Provides advising assistance to all MEng students, helping them understand program requirements and making recommendations on course selection and sequence. Tracks all student interactions in OAMS, refers students to appropriate campus supports, and enters reports into Early Alert when necessary. Follows up on student cases as required. Responsible for onboarding incoming MEng students, including disseminating information on program requirements, course selection, registration, and campus orientation. Assists students with resolving registration issues, including conducting conflict and prerequisite checks to ensure eligibility, using the Student Information System. Maintains current MEng student records and files.

Responsible for administrative support of the Naval Architecture and Marine Engineering Program, including management of industry-focused events, alumni events, and activities related to the industry Program Advisory Council (PAC). Works in conjunction with the NAME MEL Program to coordinate naval or marine-related activities (both academic and PD-related) that are relevant to both cohorts. 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. Assists with the planning and execution of events and activities related to the department, including student recognition events, outreach activities, department activities, and recruitment events. Drafts official department letters, memos, and correspondence for review. Creates, compiles, and maintains organizational and procedural documentation. Arranges meetings and catering; transcribes and distributes minutes. Liaises with the Faculty of Graduate and Postdoctoral Studies, Engineering Student Services, and other on or off campus stakeholders, as required. Creates 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. 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. 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.

Consequence of Error/Judgement Exercises judgment and tact in dealings with students and others. Poor performance would contribute to inefficient operation, poor service, and lack of graduate students for research and course instruction, thereby affecting the reputation and credibility of the Department and the University, and the quality of our course instruction and research. Lack of accuracy in work could result in damaged relations with stakeholders, errors in hiring, admissions, or award funding, and be detrimental to our ability to acquire quality graduate students. 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 general administrative direction.

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

Minimum Qualifications - 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 High School graduation and two years post-secondary education and 4 years related experience or the equivalent combination of education and experience.

Cover letter and writing sample is required. Strong organizational, planning, and problem-solving skills; ability to plan proactively; Ability to exercise logic and critical thinking; good judgment and initiative; high 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; Ability to use spreadsheet and database applications at an advanced to expert level; Excellent 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; 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 use word processing, presentation and web publishing applications at an intermediate level is required. Must be able to adapt to new software programs; Adobe Creative Suite, Wordpress, Canvas, and Microsoft Sharepoint would be useful; Demonstrated experience planning events for undergraduate students, university alumni, and industry partners; A thorough knowledge of university policies and procedures related to graduate admissions, awards, and students; knowledge of the Mechanical Engineering program and student culture is preferred; Knowledge or familiarity with the Naval or Marine Engineering local industry community is a strong asset; Knowledge of how to use UBC systems (SISC, FSC, SCMC) is preferred; knowledge/experience with Evision is strongly preferred; Ability to synthesize information from several sources to provide answers to student queries; Ability to work both independently and within a team environment; 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).