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First Year Experience Student Coordinator

About the Centre for Student Involvement & Careers

The Centre for Student Involvement & Careers is a hub that facilitates and enhances student learning through career building enriched educational experiences. Through orientation and peer mentoring, the Centre supports new students to become successful university learners, prepared to achieve their, academic, personal and career goals. It is a central point for all graduate and undergraduate students and employers on the UBC Vancouver campus to meet, connect, network and build relationships and to research and explore career options. The Centre connects students to workplace learning, mentoring, volunteer and leadership opportunities; and offers career and employment-related services to students, academic departments, employers, and alumni.

As a First Year Experience Student Coordinator, you will collaborate with programs and faculties across UBC to deliver meaningful, coordinated and innovative events to encourage student engagement and improve the student experience. The primary programs include Jump Start and Imagine UBC. 

For more information about Jump Start, visit: students.ubc.ca/new-to-ubc/orientations/jump-start.

For more information about Imagine UBC, visit: students.ubc.ca/new-to-ubc/orientations/imagine.

You will receive supervision and direction from one of the First Year Experience Coordinators, and will work very closely with other members of the Centre for Student Involvement & Careers team.

General position responsibilities

Under direct supervision, responsibilities of the First Year Experience Student Coordinator include:

  • Assist in the development, promotion and delivery of multiple events of varying scope and size with a focus on Jump Start and/or Imagine UBC

  • Assist in the development and implementation project management methodologies and techniques for creating event timelines and workflow

  • Assist with the hiring, training and orientation of student volunteers for various events and programs

  • Build relationships and maintain regular, professional communication with stakeholders across the UBC community and with external partners

  • Represent the Centre for Student Involvement and Careers in communications and interactions with a broad range of individuals including staff, faculty, alumni, community members, and other students

  • Work collectively with the other members of the Centre for Student Involvement and Careers team on the goals, leadership and success of programs

  • Providing support and recognition to senior orientation leaders, orientation leaders and volunteers while maintaining regular communication with them throughout the summer and during the program.

  • Photocopying and compiling documents; ordering supplies and materials for programs

  • Managing the administrative email inbox and corresponding with partners and stakeholders in a professional and timely manner

  • Familiarity with content management systems (ex. Wordpress and Drupal) and Adobe Suite would be an asset

Portfolio-specific responsibilities

Portfolio Specific Responsibilities

Residence Life:

This portfolio focuses on all aspects of the residence life experience during the Jump Start program and will train/oversee orientation leaders during their duties within residence. This includes facilitating night sign-in, responding to situations by executing residence life protocols on safety and security, and coordinating with Student Housing and Hospitality Services. Experience with UBC Residence Life is required.

Data Management:

This portfolio’s primary responsibility is that management of data for both Jump Start and Imagine UBC. This includes, but is not limited to:

  1. Creating systems to manage large amounts of student data

  2. Creating effective processes to coordinate the creation of the online Jump Start and Imagine UBC schedules

  3. Troubleshooting registration concerns for 1200 Jumps Start participants

  4. Coordinating the communication strategy for Jump Start and Imagine UBC between multiple stakeholders

  5. Ideating and implementing techniques to assess the Jump Start and Imagine UBC programs

Students interested in process/systems management and learning how to better handle large amount of data would be suitable for this portfolio.  

Salary range

Based on qualifications, previous skills and experience, the salary range for full time work is between $8,000 -$10,500.

Work schedule

Positions run from Monday, May 1, 2017 to September 15, 2017. Positions are full-time (35 - 40 hours/week) from May 1, 2017 to September 1, 2017, and part-time (10 hours/week) from September 6, 2017 to September 15, 2017. 

Start date for Residence Life positions can be May 1, July 1 or August 1 depending on applicant availability.

Position requires evening and weekend work. Successful candidates must be available for the full weekend of September 1-4, and must be available to work extensive hours during the month of August 2017. 

Position will also require a full day of work on Sept 5, 2017. For Jump Start positions, there will be a mandatory live in residence component from mid-August to early September. (Exact dates and times to be confirmed)

Required skills and qualifications

  • The successful applicants will be current UBC students, with a minimum of one academic year at UBC, and will have:

  • Strong desire to support and positively contribute to the design and delivery of a high quality UBC Orientations experience for all stakeholders and participants

  • Ability to take initiative, manage multiple priorities, juggle complex tasks, and meet deadlines under pressure

  • Ability to maintain accuracy and high attention to detail

  • Excellent verbal and written communication skills

  • Demonstrated initiative and leadership skills

  • Strong interpersonal skills

  • Ability and willingness to work both independently and as part of a collaborative team to ensure the best outcome for new to UBC students

  • Strong computer skills (web, word processing, e-mail, database, spreadsheet).

  • Event planning and implementation experience

  • Strong academic background

  • Creativity, enthusiasm and commitment

  • Ability to liaise with multiple stakeholders and project partners and work under pressure

  • Passion for learning

  • Requires flexibility to work long hours with the expectation of regular evening and weekend work at key points in the program cycle

Benefits or this position

  • Gain in-depth event planning and logistics experience

  • Gain valuable leadership and teamwork skills in organizing and implementing workshops and events

  • Hone active listening and communication skills

  • Develop an extensive knowledge of UBC resources and programs and build connections with campus partners and faculty

  • Develop group and one-on-one facilitation skills,

  • Enhance intercultural communication skills

  • Develop an understanding of different learning theories and how to apply these theories to different context

Application process

Please be prepared to upload a resume and a cover letter (in one PDF file).

Please include in your cover letter detailing why you want to be a First Year Experience Student Coordinator and which portfolio you are interested in.

Please include an unofficial transcript with your application, this can be downloaded from the SSC

Note: All applicants must be in good academic standing and by applying are consenting to an academic record check.