Hybrid Coordinator, Student Academic Services presso UBC

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level A

Job Title

Coordinator, Student Academic Services

Department

Academic Services | Peter A. Allard School of Law

Compensation Range

$5,365.42 - $7,709.92 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

April 1, 2025

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University. ​

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 Coordinator, Student Academic Services, provides a variety of managerial services related to the operations of the J.D. program in the Peter A. Allard School of Law.  This role is one of two Coordinators, whose responsibilities relate to all areas of academic services, including course scheduling, registration, examinations, grades, and the provision of advice to J.D. students.  In particular, they are responsible for coordinating all aspects of all deferred exams and final.

Organizational Status

Reporting to the Director, Academic Services, the incumbent must work independently, under general guidelines and direction, and with a high degree of autonomy to carry out the responsibilities of the position.  Takes direction from Assistant Dean, Students, Director, Manager, Student Affairs, and second Coordinator, Student Academic Services.  Works with other Student Services staff to support work as a team.  The incumbent will interact primarily with Allard Law, but is also required to interact with other UBC offices, including Enrolment Services and the Centre for Accessibility. The incumbent also liaises with the Law Society of British Columbia.

Work Performed

• Provides advice to J.D. students on registration issues and other policies and procedures of Allard Law.

• Responsible for confirming a student's academic standing for a variety of purposes, including attesting to the Law Society of B.C. and other law societies that a student has completed academic requirements and is qualified to be admitted to the Law Society.

• Assists Director, Academic Services, in managing Law course scheduling.

• Assists Director, Academic Services, in managing Law course registration.

• Works with the Director, Academic Services, in managing all final and deferred examinations, including maintaining a confidential examination archive.

• Works with Senior Director, Academic Services, in managing the ExamSoft computerized examination process for Allard Law.

• Coordinates with the Centre for Accessibility the scheduling of and instructions for in-person exams for Law students who receive accessibility accommodations. 

• Coordinates with faculty, administrative assistants, and Centre for Accessibility take-home exams for Law students.

• Manages the Allard Law Grades Database, including the analysis and enforcement of Allard Law grading and class marks average distribution rules.

• Working with the Manager, Student Affairs, ensures all administrative aspects of the Allard Law experiential learning   programs, moots and externships including travel are completed in a timely manner.

• Compiles, maintains and analyses complete statistical data on grades, class averages, and other academic issues for the Associate Dean, Academic Affairs, Assistant Dean, Students, and Director, Academic Services, to ensure consistency with Allard Law academic objectives.

• Provides support to the Director, Academic Services, in other areas, as requested.

Consequence of Error

Must exercise judgment based upon thorough knowledge of procedures, guidelines, agreements, and regulations, and make decisions based on them.

An error in extracting, uploading or sharing student or faculty information can violate their privacy.

An error in grades processing may result in grievances and grade appeals by students and faculty.

Incorrect actions or decisions may adversely affect the career of students and negatively impact the Associate Dean's office, the Dean and the University.

Supervision Received

Works independently under the general direction of the Director of Academic Services.

Supervision Given

Acts as a resource and provides direction related to established policies and procedures for assigned clerical staff and work study students.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of one to two 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

University undergraduate degree in a relevant discipline from a recognized institution.

Minimum of two years’ experience in student management, student advising, or other related area, or the equivalent combination of education and experience.

Knowledge of Allard Law student services policies and procedures is considered an asset.  

Ability to communicate effectively verbally and in writing.

Ability to deal with a diversity of people in a calm, courteous, and effective manner.  

Ability to maintain confidentiality and exercise tact and discretion. 

Ability to prioritize and work effectively under pressure to meet deadlines.

Ability to identify and analyze key information and issues, and effectively resolve problems.

Ability to calculate and analyze mathematical information following complex grading rules. 

Ability to be thorough, accurate, and have a high level of attention to detail.

Ability to create and accurately maintain record and filing systems. 

Demonstrative proficiency using MSExcel and MSAccess.

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