Student Advising Assistant

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.

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.

• Responds to in‑person, telephone, email, and virtual advising inquiries related to undergraduate and graduate programs in the School of Kinesiology.
• Provides accurate information and moderately complex advice regarding program requirements, registration, academic policies, deadlines, graduation requirements, transfer credit, course equivalencies, and University procedures.
• Uses active listening and probing questions to assess student needs, researches issues using advising manuals, University policies, the UBC Calendar, and Workday Student, and determines appropriate courses of action.
• Investigates and resolves moderately complex student inquiries independently and refers more complex cases to the Manager, Undergraduate Programming and Advising or Graduate Program Coordinator as appropriate.
• Explains registration issues and restrictions, including blocked registration, prerequisite deficiencies, academic standing concerns, and progression requirements.

• Monitors student progression and compliance with prerequisites, continuation requirements, and degree requirements; identifies issues and escalates cases requiring review or intervention.
• Assists with the collection, compilation, and reporting of admission, enrolment, registration, and academic data.
• Oversees course registration processes and prepares class lists and enrolment reports as required.
• Coordinates final examination scheduling for undergraduate courses and administers deferred and supplemental examination processes, including coordination with the Centre for Accessibility, instructors, students, and Enrolment Services.
• Receives and processes invigilation reports and maintains related records.

• Acts as the School's official Timetable Representative, coordinating with Scheduling Services, Enrolment Services, and faculty members to develop and maintain course schedules, including lectures, laboratories, tutorials, and examinations.
• Implements enrolment controls and registration procedures to support course access and manage capacity restrictions.
• Liaises with faculty members to maintain an up‑to‑date repository of course outlines, publishes current outlines to the School website, and responds to requests for historical course materials.

• Coordinates the administration of undergraduate scholarships, awards, and bursaries, including maintaining application information on the School website, launching and managing Qualtrics application processes, collecting supporting documentation and reference letters, reviewing applications for completeness, and preparing application packages for adjudication committees.
• Assists with the administration of undergraduate and graduate student programming, events, and related initiatives.

• Assists with academic misconduct and student conduct processes by coordinating meetings, preparing case files, maintaining confidential documentation, recording meeting notes, tracking case progression, and ensuring secure handling and storage of records.
• Maintains confidentiality and ensures compliance with University policies governing student information and records.

• Maintains online forms, surveys, and administrative processes used by the advising office.
• Develops, updates, and maintains advising resources, promotional materials, website content, and student communications.
• Maintains the advising…