Student Advising Assistant

Job Responsibility: Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Student Info Support 4 (Gr8) Job Title Student Advising Assistant Department Advising & Program Services | School of Kinesiology | Faculty of Education Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date June 19, 2024 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date 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 This position is responsible for providing front-line assistance and moderately complex advice and information to students, as well as clerical support for the Graduate Advising Office. Must be familiar with School, Faculty and University policies and procedures relating to undergraduate and graduate degree programs and with services provided to students. Organizational Status Reports to the Manager, Undergraduate Programming and Advising with respect to the undergraduate functions, works closely with the Graduate Program Coordinator with respect to the graduate functions. Work Performed

• Responds to in-person, telephone, email and virtual advising inquiries relating to the School of Kinesiology undergraduate & graduate programs.
• Prioritizes inquiries, investigates and resolves moderately complex inquiries and refers more complex issues to the Manager, Undergraduate Programming and Advising.
• Performs administrative duties such as composing complex correspondence and reports; preparing student files, overseeing the storage, retrieval, and destruction of archival materials, and developing and maintaining promotional material for the program.
• Asks probing questions to determine what students really need. Refers to advising manuals, UBC Calendar, and SISC or Workday Student (to review academic records) to form responses to inquiries.
• Outlines undergraduate program requirements and regulations, provides information to students with registration problems (e.g., reasons for blocked registration, advance placement students, course equivalencies).
• Implements procedures to control admission and restrict enrollment to upper-level courses.
• Ensures student compliance with prerequisites and continuation requirements by tracking student progress, identifying problems, and bringing cases of failure to meet requirements to a committee for resolution.
• Oversees course registration and the production of class lists.
• Coordinates the collection of Student Experience of Instruction (SEI) surveys for the School of Kinesiology each term.
• Coordinates the scheduling of final exams for undergraduate courses each term.
• Maintains all online forms and surveys employed by the undergraduate advising office.
• Assists with scheduling lectures, labs, and tutorials, and books classroom and lab space.
• Assists in handling student misconduct cases by coordinating and scheduling appointments for instructors to meet with students; taking notes, preparing case files, and ensuring secure handling and storage of relevant documents; and maintaining a database for case progression and resolution.
• Explains graduation requirements by interpreting and explaining data; determines what documents students must provide and who to contact to obtain waivers or transfer credit.
• Assists with the collection of admission, enrollment, grades, and registration data as required.

Receives invigilation reports.

• Performs other duties as required.

Consequence of Error/Judgement The main function of this position is to serve the needs of undergraduate students (90%) and provide support for grad students at (10%). As a front-line position for the School of Kinesiology, the public relations aspect of this position is critical to the reputation of the School both within and outside the University community and to the progress of students in pursuit of their studies. Requires a thorough understanding of a wide range of policies. Information must be accurate and provided in a respectful and timely manner. Failing to understand fully a student s request could result in a student being unable to register in a required course. Providing inappropriate or confidential information to unauthorized individuals could result in damage to the School s reputation. This role requires a high attention to detail, exceptional organizational abilities, and superb customer service and communication skills. Supervision Received Receives direction and work assignments from the Manager, Undergraduate Programming and Advising, and Graduate Program Coordinator. Work is done under general supervision; performs most duties independently and in accordance with established procedures. Supervision Given May supervise work learn students Minimum Qualifications High School graduation, plus two year post secondary diploma, plus four 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

• High School graduation, plus one year post-secondary diploma, plus four years of related experience or an equivalent combination of education and experience.

• Ability to communicate effectively and tactfully with faculty, staff, students and the general public in giving and obtaining information and in explaining practices and procedures
• Proficiency in the use of English grammar, spelling and punctuation.
• Ability to listen actively and attentively, and to probe for information to clarify requests and questions.
• Ability to prioritize and schedule work effectively under pressure to meet deadlines.
• Ability to handle heavy volumes of inquiries at peak periods and to re-prioritize and reschedule tasks as appropriate.
• Ability to effectively use MS Word, Excel at an intermediate level.
• Ability to perform word processing at 50 words per minute.
• Familiarity with SISC and Workday Student.