Student Info Support 4 (Gr7)
University of British Columbia
Vancouver, BC
Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Student Info Support

Classification Title:
Student Info Support 4 (Gr7)

Business Title:
Student Info Support 4 (Gr7)

Faculty of Science

Science, Dean's Office

$45,324.00 (Annual)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Job 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 Science students. Interprets University and Faculty policies and procedures and provides guidance and interpretation to students. Assists students in making informed decisions and the academic implications of those decisions. Evaluates, researches and provides solutions to various student related matters. Is an integral member of the assessment team for the May and November graduation process for students in the Faculty of Science, requiring in-depth knowledge of the Bachelor of Science (B.Sc.) and the Bachelor of Computer Science (B.C.S.) degree requirements. Evaluates Science student requests for double major and minor programs, requiring accurate assessment of academic records to determine eligibility within guidelines. Must be familiar with other areas of the university such as Enrolment Services, Student Development and Support Services (Counselling Services, Career Services, Student Health Services, Access and Diversity, AMS, etc) as many enquiries originate at the Science Information Centre.
Organizational Status
Receives daily supervision and direction from the Student Information Support Supervisor and reports to the Assistant Director, Student Experience
Work Performed
  • Knows and understands the complex regulations in the UBC calendar, online course schedules and other UBC publications. Using this knowledge, along with the Student Information System (SIS), the Online Advising Management System (OAMS), the Admission System (AS), and the Department of Computer Science Student Information System (CSSIS), provides accurate information to prospective Science students, current Science students, other UBC students who wish to transfer into the Faculty of Science as well as the general public regarding admission requirements, registration, transfer credit, academic concessions, B.Sc. and B.C.S. degree requirements, and other student matters. Example duties include providing advice on how to resolve course planning issues, providing information on second year admission to degree programs and determining which courses students need for specialization; assessing requests to take extra credits and making decisions whether or not to release extra credit allotments; determining why a student's registration is blocked, explaining reasons and remove blocking if/when appropriate; explaining SIS screens and fields to students; assisting students in finding information, and identifying students in crisis and determining if/when/where to refer, etc.
  • Asks probing questions to determine what students really need. Researches and resolves complex inquiries and refers only the most complex to advisors.
  • Interprets University and Faculty policies and procedures, and provides guidance and interpretation of same to students, faculty, and staff. Assists and guides students in making informed decisions. Informs students what they need to consider in making decisions and the academic implications of their decisions.
  • Using the Student Information System (SIS), exercises judgment to make decisions whether to add or drop courses, check availability of courses, open student access to Centre for Teaching, Learning & Technology (CTLT) courses, and obtain student information.
  • Is an integral member of the assessment team for the graduation process in November and May. Investigates exceptions and consults with Director or Associate Dean when appropriate. Explains graduation requirements by interpreting and explaining data, determines what documents students must provide and who to contact to obtain waivers or transfer credits. Works closely with specialization advisors to ensure all Faculty and specialization requirements are met.
  • Using the CSSIS, participates in the sessional evaluation (annual review) of all the science undergraduate academic records following final examinations to determine promotion/failure/deficiencies, etc. Must be knowledgeable in every Science specialization and courses required for graduation; makes decisions on whether to promote students or allow them to continue in the Faculty.
  • Evaluates Science student requests for double major and minor programs. Reviews and assesses academic records as well as Faculty and program requirements to determine eligibility.
  • Assesses situations involving emotionally charged students and determines the best course of action.
  • Is able to communicate difficult information with sensitivity and with cultural awareness.
  • Assists the Associate Dean or Director with special projects, for example, data collection/extraction (determines what information to extract and where to collect and how to access data, and presents data in comprehensible format).
  • Identifies what information needs updating when changes are made, e.g., ensures application forms and the Science website are changed to reflect current rules, regulations, dates, etc. Identifies and recommends process improvements.
  • Responds to a variety of in-person, telephone and email enquiries from students, all UBC departments and units, and the general public.
  • Maintains accurate student records and files.
  • Prepares journal vouchers, travel requisitions and requisitions for payment using manual forms.
  • Maintains and orders supplies.
  • Responsible for Access Control within the Science Student Information Centre, including arranging for building access codes for new employees, issuing key requisitions and maintaining database of codes, and liaising with Access Control to resolve issues or problems.
  • Is knowledgeable about customer service principles and provides service that is excellent, seamless and accessible.
  • Participates in cross-training initiatives as appropriate.
  • Supports advising team as needed.
  • Performs other duties related to the qualifications and requirements of the job.
Supervision Received
Receives daily supervision and direction from the Student Information Support Supervisor and reports to the Assistant Director, Student Experience. Works under minimal supervision. Work is performed in accordance within broadly established procedures and practices. 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 either the Director, Student Academic Services or the Associate Dean, Students.
Supervision Given
No supervisory responsibilities, however, explains work procedures and assists with training of new staff. Assists in overseeing workstudy student. May have input into staff selection.
Consequence of Error/Judgement
Exercises judgment based on thorough knowledge of established policies and procedures. Assesses situations involving emotionally charged students and determines the best course of action. As a representative of the Faculty and the University, information must be accurate and provided in a respectful, timely and supportive way. Failure to provide service that meets these standards affects the reputation of the Faculty and/or the University.

Students and other members of the academic community rely on advice given from the Dean's Office and base their academic decisions upon it. Failure to provide correct and appropriate information could affect a student's eligibility for admission, promotion or graduation and damage the integrity and reputation of the Faculty and University.
High School graduation and two year post-secondary diploma. University graduation preferred. Training in office procedures and practices an asset. Computer experience required (Word, Excel, Internet, and UBC Student Information Systems (SIS) preferred). 4 years related experience or the equivalent combination of education and experience. Experience working in a student services oriented position/environment preferred. Ability to effectively use word processing, spreadsheets, internet, e-mail and databases at an intermediate level. (e.g., Outlook, MS Word, MS Excel). Ability to type 55 wpm and to operate a normal range of office equipment. Ability to multi-task, prioritize and work effectively under pressure to meet deadlines. Ability to communicate effectively verbally and in writing. Ability to work effectively independently and in a team environment. Excellent interpersonal skills. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to approach interactions with an awareness of sensitive issues. (e.g., issues concerning specific cultures). Ability to exercise tact and discretion. Ability to maintain accuracy and attention to detail. Effective organizational skills. Knowledge of UBC B.Sc. requirements and curricula as well as the Freedom of Information and Protection of Privacy Act preferred.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.