Student Services Coordinator

  • Company:
    Search Canada Jobs
  • Location:
  • Salary:
    negotiable / monthly
  • Job type:
  • Posted:
    3 months ago
  • Category:
    Education & Teaching

The Student Services Coordinator is responsible for providing proactive, student-focused, and exceptional front-line service in a variety of formats and has primary responsibility for the initial handling of most email, telephone, and in-person inquiries to the Science Undergraduate Office (SUO). This position handles each interaction professionally, effectively, empathetically and in accordance to the University’s values in regards to diversity, accessibility and inclusion. The incumbent also provides administrative support to the Manager, Academic Advising, Associate Deans, Undergraduate Studies and Student Relations, and SUO staff e.g. booking meetings, ordering SUO supplies, and maintaining active and inactive student files.Providing front-line service to students in the SUOProvides primary coverage for SUO front desk during office hoursResponds to all types of inquiries in-person, and via email (, making appropriate referrals as necessary and when volume dictatesProvides secondary coverage for the office telephone extension (x35244)  Explains processes and procedures where appropriate, e.g. petitions, plan modificationsEnters authorized course overridesMaintains undergraduate student files, active, inactive, and graduands, by creating files when needed and, regular filing of petitions, academic progression reports, Verification of Illness Forms (VIFs), and other documents; archiving/disposing of documents according to records retention guidelinesDirects students to appropriate academic advisor, in the SUO or elsewhere, when conversation requires a confidential environment  Maintains up-to-date SUO paper forms and advisor listsNotifies SUO advisors of noticeable trends and follows up with Registrar’s Office (RO) staff, as requiredHelps to train and orient new co-op students and other staff members who may be responsible for covering the front deskSupports the collection, review, return, and grade submission of Science and Business programs work reportsProviding back-up front-line advising coverage during times of limited academic advisor availabilityTriages the nature and complexity of inquiries and determines what actions are neededProvides academic advice by maintaining in-depth and current knowledge of Science regarding:Undergraduate curriculum and academic program requirementsAdmissions regulations and practicesRegulations and University policies of relevance to student issuesdisciplines that are relevant to Science studentssupport resources that are available to students, both within and outside the Faculty/UniversityRegisters VIFs in Student Accountability System (SAS) or equivalentEnters appropriate ASIS (Advising Student Information System), or equivalent, notes when providing advice, whether by phone, email, or in-personScience Teaching Complex (STC) activitiesBooks meeting rooms and other bookable space in SUO, STC, and other Science rooms with awareness of SUO activities and hours that impact key access, e.g. office closuresLiaises with Science Manager of Infrastructure and Facilities regarding upgrades and installationsCoordinates space bookings with Plant Operations, Central Stores, and Student Engagement Officer (SEO) for large scale event bookings in STCMaintains STC booking principles with SEO such that event needs are balanced with those of students who need the space for studyLiaises with Custodial Services and SEO on STC issues such as garbage collection and removal of non-authorized postersReports STC maintenance needs to Plant OperationsSupport to SUO colleaguesParticipates, in conjunction with the Science Undergraduate Office advising team, in the first-year block enrolment process by checking course blocks for accuracy and confirming changesContributes to the collection of midterm grades and outreach to new studentsReviews websites and SciSpace content for accuracy and reports any required changes to SEO and/or Student Information Specialist (SIS)Maintains email distribution lists for SUO staff, academic advisors/contacts in Science, and SUSCSupports SUO administrative coordinator in reviewing course catalog updates and maintaining academic advisement templatesEngages with SUO colleagues on regular activities, required bookings, and suppliesSorts mail and maintains order in SUO storage room, supply room, and kitchenOrders general office supplies such as paper and print cartridges and ensure adequate levels of supplies are available, which includes keeping the photocopier in working orderArranges for pick-up of shredding, prepares surplus declarations, requests custodial services (e.g. winter cleaning)Submits IST (Information Systems and Technology) service requests for SUO, e.g. telephone equipment and services, and maintains inventory of office computers, laptops, and projectors along with any sign-out for such items]Maintains alarm system records for SUO, coordinating with any colleagues maintaining other Dean of Science alarm recordsWorks with Manager, Academic Advising, to plan SUO eventsProvides planning and day-of support to SEO for Science 101 event in JulyMaintains SUO financial records that include activities such as entertainment, supplies, telephone, shipping, and printingMaintains records of orders and payment of invoices and assists with purchases as appropriate, e.g. P-cardReconciles financial statements to ensure that all transactions related to these accounts are correctly recorded and appropriate back-up information is on fileCollege diploma or university degree requiredEquivalent combination of education and/or experience will be consideredA Bachelor of Science is preferredOne to three years’ experience in a front facing service role, preferably in a post-secondary environmentAdministrative experience in an academic setting preferredProven ability to provide exceptional front-line service in a fast-paced environment with high volume is requiredOrganizational, analytical, interpersonal, customer service, and communication skills (oral and written) requiredAptitude for attention to detail and accuracy are essentialFaculty of Science organization, academic departments and programs, and in particular knowledge of policies and procedures relating to undergraduate students an assetIntermediate level proficiency with MS Word, Excel, and PowerPointStudent information systems, e.g. Quest, LEARN, WCMS, ASIS, SAS, and ability to learn new systems quickly