Position: Assistant Student & Enrolment Services Manager
Deadline: February 24, 2021
Job Description / Duties
• The ASESM takes the lead in the planning and the development of campus-wide educational and community programming and in conjunction with the Director of Student and Enrolment Services (DSES) and the Assistant Student Servicers Manager (ASSM) is responsible for the implementation of campus-wide educational and community programming, which includes providing a positive, safe, community environment that supports student growth, wellness, and development in keeping with the mission and values of Queen’s University and the Bader International Study Centre.
• This position has primary responsibility for facilitating student access to health and counselling services and takes a lead role in supporting student wellbeing through the provision of targeted programs including but not limited to Consent and Behavioural Intervention Workshops. The ASESM is also the primary contact for students reporting or disclosing an experience of sexual violence.
• Development of core programs, staff supervision and training, staff hiring, and other Student Services activities will be done in partnership with the ASSM and/or the Student Services team.
• The ASESM is expected to support and staff campus initiatives developed by the Student Services team, including but not limited to Orientation, Arrivals, End of Term ceremonies and related student transition activities.
• The ASESM also takes a lead role, with the Director, to support the BISC student recruitment and retention activities including supporting the student enrolment services and logistics functions of Student Services.
• Coordinate and oversee on-site health services (e.g., counsellors, doctor’s office), including maintain high-level of awareness and function of relevant services, reviewal of service offerings and communications to students on services.
• Organise the registration of First Year students with the local doctor’s office/National Health Service.
• Review all health information provided via eRez and coordinate for relevant information to be sent to various departments.
• Provide informal support and referral to individual students.
• Be the campus-wide point of contact for students disclosing incidents of sexual violence, facilitate access to support mechanisms for students affected by sexual violence, and participate fully in the promotion of a culture of consent on campus.
• Collaborate with on-site counsellors, and other campus resources including the Sexual Violence Prevention Coordinator for additional support and safety plans for students or develop training opportunities for staff.
• Develop and deliver relevant programming (e.g., mental health, healthy lifestyles, safer sex, athletics programming, and alcohol awareness).
• Practice a high level of accountability around student follow-up including reviewing all contact sheets on eRez and responding and referring cases appropriately.
• Liaise with campus partners in the delivery of wellness related programming.
• Eat meals in the student dining facilities to increase visibility and connection opportunities with students.
COMMUNITY DEVELOPMENT & EDUCATIONAL PROGRAMMING
• Take the lead in the identification of student co-curricular learning priorities and the development, organization and scheduling of campus-wide educational and community programming.
• Implementation of graduate attributes through co-curricular planning and supporting the embedding of the BSA skills areas into all programming.
• Establish and maintain collaborative relationships with faculty and staff to facilitate support for Student Services programmes and initiatives that promote student personal and academic success.
• Oversee the planning, execution, and evaluation of educational programs and community building initiatives to creates a positive, intercultural, learner-centred community and promote academic success.
• Review and action all SLC programming logs, provide feedbacks and areas for improvement, and submit own logs for review. Track programming engagement and write a programming report annually.
• Facilitate bi-weekly 1:1s with SLCs to review programming objectives and upcoming events and facilitate weekly programming meetings.
• Administer the programming and student activity budget lines, and order relevant supplies.
• Advise student government, including providing relevant training, attending executive meetings, implementing ideas raised, coordinating with staff/faculty on concerns, creating a response to the End of Term Report, and mediating conflicts.
• Oversee all committee hiring, including advertising, hiring process, job description and hiring question updates, timelines, and sit on hiring panel for PHE committee.
In conjunction with the ASSM:
• Support the implementation of the coaching program and participate as a coach.
• Collaborate on the implementation of the BSA and embedding it in Student Services related activities.
• Coordinate and oversee the SLC portfolio responsibilities (Campus Involvement, Community Outreach, Health & Wellness, and Academic and Career Skills) liaising with on- and off-campus partners.
• Support, attend, participate and run programming initiatives.
• Recommend programming needs for the residence community based on formal and informal assessments.
• Work collaboratively with the ASSM to develop, coordinate, and update the student activities calendar.
• Ensure programming activities and events are widely communicated to BISC community using a variety of media (e.g., via email, poster, social media, and word-of-mouth).
• Monitor and contribute to BISC and Student Services social media.
STAFF RECRUITMENT, SELECTION, TRAINING, SUPERVISION, AND DEVELOPMENT
• In coordination with the ASSM, oversee the SLC recruitment process, including postings, recruitment, interviews and candidate selection.
• Assist with the planning and facilitation of SLC training, including the development of a departmental orientation and training schedule prior to the Fall semester and a summer staff training in Kingston, ON.
• In conjunction with the ASSM provide ongoing SLC supervision and support, including written and verbal performance reviews.
• In conjunction with the ASSM develop appropriate and on-going staff development activities.
• Serve as a positive role model for staff and students, including projecting a positive attitude toward the position, department, and the institution.
• Assist the Director of Student and Enrolment Services with marketing and recruitment efforts
• Support the development and administration of campus-wide surveys
• Help to ensure the smooth flow of student information between offices at the BISC. Co-ordinate and deliver pre-departure session for first year students (e.g. Housing, academics, etc.) online and in Kingston, Ontario during the summer orientation to academics and resources (SOAR) program, pre-arrival online sessions for upper years in fall, winter and summer
• Support the Executive Assistant around student visa applications by responding to routine queries and contacting students when necessary and as appropriate.
• Respond to queries sent to the Welcome inbox, and refer to departments at the BISC & Queen’s main campus, as appropriate
ON-CALL AND CRISIS MANAGEMENT
• Participate in the on-call schedule to ensure urgent incidents receive appropriate response and attention and, as required, assist in the coordination and planning of the schedule.
• Respond and, as required, coordinate the response to student emergency and crisis situations providing updates to the DSES or other members of the senior management team as appropriate.
• Assist the Student Services team, Security Services, emergency services personnel and other authorities as directed in emergency situations.
• Ensure accurate records and reports are filed and forwarded for review/follow-up.
• Develop and maintain awareness of campus and community resources.
• Comply with appropriate policies, procedures and protocols when responding to emergency situations or students of concern.
• Develop and maintain excellent working relationship with Security and Reception staff.
EXPERIENTIAL LEARNING OPPORTUNITIES AND STUDENT SERVICES TRIPS
• Staff Experiential Learning Opportunities and/or Mid-Term Trips (arranged by the Experiential Learning Office) as needed.
• Oversee the planning and execution of all Student Services trips, including reviewing learning objectives, advertising, risk assessments, organizational plan, budget, and assessments.
• Staff Student Services trips as needed.
• Assist in developing, revising, and implementing operational procedures.
• Assist the DSEM in addressing student and parent issues to resolve them in a satisfactory manner.
• Assist with check-in and check-out processes for students and Student Services staff.
• Perform regular checks of the facility conditions and report any maintenance issues.
• Coordinate inventories of equipment and resources.
• Assist in organizing residence tour rooms and work collaboratively with Housekeeping/Operations to ensure prospective students have a positive experience visiting the BISC.
• Be familiar with the policies and procedures of Student Services.
• Encourage and support joint initiatives and collaboration between Student Services and other departments.
• Assist in the maintenance of the department’s contact database.
• Assist in reading, sorting, and answering of emails sent to shared mailboxes.
• File relevant Finance and other forms by specified deadlines.
• Complete risk assessments as required.
• Prepare an end-of-the-year report.
• Support and staff campus initiatives developed by the Student Services department.
Qualifications / Required Skills
• University degree, with additional consideration given to those candidates with education in a related field.
• Training and/or qualifications in the spheres of inclusivity and health and wellness (e.g., ASIST, Positive Space, Bystander Intervention).
• Ideally a minimum of three years of professional Residence Life or Student Life experience required, live-in experience (e.g., Residence Life Coordinator, Community Coordinator) preferred.
• Strong supervisory skills.
• Demonstrated experience in crisis response preferably in a post-secondary environment.
• Superior organizational and problem resolution skills.
• Excellent attention to detail.
• Extensive knowledge and command of word processing, spreadsheet, and database programs, as well as knowledge of web authoring platforms, graphics programs, and social media.
• Experience working with students for whom English is a second language.
Knowledge and experience
• University conduct processes.
• Student development theories.
• Previous experience using student database systems such as eRez.
• Awareness and appreciation of cross-cultural issues and their impact on international students.
• Demonstrated awareness of, and sensitivity to, cultural, ethnic, and individual diversity and values.
• Commitment to equity, diversity and inclusion.
• Ability to work in a team to reach common goal(s) and accept and give constructive feedback.
• Demonstrated self-confidence, determination and positive work-ethic.
• Must be eligible to work in the UK.
• Satisfactory enhanced police check (e.g., Disclosure and Barring Service).
• Equivalent combination of education and experience will be considered.
Salary: GBP£22,295 per annum plus accommodation onsite in a one-bedroom apartment and meals during term-time.
How to apply
Please see https://www.queensu.ca/bisc/about-us/employment to obtain full details of the vacancy together with a job description and person specification.
Required application format: CV and covering letter detailing your suitability for this position, by email to Ria Bourne at firstname.lastname@example.org
Bader International Study Centre (BISC), located at historic Herstmonceux Castle, East Sussex, is the overseas campus of Queen’s University, Canada. The campus occupies a 600-acre estate, including a range of academic, residential and recreational facilities. Our dedicated faculty and staff provide exceptional academic programming for undergraduate and postgraduate students from Canada and around the world. We also serve as a venue for international conferences and meetings. Our wholly owned trading subsidiary, Herstmonceux Castle Enterprises Limited (HCE), is responsible for running the gardens and grounds, corporate events and other functions.
The BISC is committed to employment equity, inclusion and diversity and supports fair treatment and opportunity for all. No job applicant, employee or worker is discriminated against either directly or indirectly on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation.