Student Info

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 Description Summary
Provides complex and accurate information to current students, prospective students, departments and the general public regarding admission, course planning, student records and registration, and all other functions supporting Arts students. Interprets University and Faculty policies and procedures and provides guidance and interpretation to students. Using the Workday Student system (WD) and Online Advising Management System (OAMS) assists students in making informed decisions.

Informs students what they need to consider in making decisions and the academic implications of their decisions. Evaluates, researches and provides solutions to various student related matters. Reconciles records and identifies discrepancies. Embraces new knowledge about advances in technology and learning initiatives at the university and applies this knowledge to the delivery of service to students.

Must be familiar with other areas of the university such as other Arts Departments, Enrolment Services, Student Development, International Student Advising and Support Services (e.g. Counselling, Career Services, Centre for Accessibility & Student Health Services). The job requires a thorough knowledge of guidelines, policies, procedures, regulations and degree requirements for the Bachelor of Arts, the Bachelor of Fine Arts and Faculty of Arts certificate programs and the ability to interpret and communicate that information, via telephone, in person and email to students, their parents and other members of the university community.

Provides information in compliance with the Freedom of Information and Protection of Privacy Act. Assists in the maintenance of databases such as the Student Information Systems, Transfer Credit Database. Develops and delivers training to new and inexperienced staff members. Provides administrative and secretarial support to Arts Academic Advising Services.

Organizational Status
Arts UBC degree is designed to give a student the breadth and depth of knowledge necessary for being an active global citizen. Students are often overwhelmed by the sheer plethora of courses and specializations available. The Student Information Support role provides assistance to students by clarifying degree requirements, by connecting to the appropriate resources, ultimately preparing the student for graduation. There are approximately 14000 students in the Faculty of Arts.

Reports to the Manager, Academic Advising with minimal supervision. The position works independently and with front-line and other staff. Makes independent decisions within guidelines. Requires initiative to plan and complete recurring assignments independently and good judgment to determine which of many methods are applicable. New or unusual problems outside the established guidelines and matters involving policy are referred to the Manager, Academic Advising, Academic Advisors or the Associate Director or Director.

Interacts with all Arts academic departments and University student service units.

Work Performed
Oversees daily workflow and service delivery, coordinating priorities, monitoring inquiry volumes, and ensuring timely and accurate responses across in-person, virtual and written channels.

• Identifies operational processes and systems requiring improvement; maps current workflows, recommends process redesigns and implements enhancements to improve service efficiency and accuracy.

• Contributes to the ongoing development and refinement of knowledge management resources and internal operating procedures.

• Supports the implementation of new technologies and system updates affecting student information delivery.

• Responds to a variety of in-person, written, telephone and e-enquiries from students. Is able to communicate difficult information sensitively. Asks probing questions to determine student needs, researches and resolves complex inquiries and refers only the most complex inquiries to the Academic Advisors.

• Understands and interprets the Faculty of Arts degree and program requirements and regulations as published in the UBC Calendar and on the website. On the basis of this information, uses the Workday Student (WD), Online Advising Management System (OAMS) other…