Kelowna - UBC Okanagan
BCGEU OK Clerical
Support Services Asst I
Graduate Support Assistant
UBCO-Provost & VPresident Acad
Desired Start Date:
Job End Date:
Possibility of Extension:
This position provides front-line, student-focused support along with a wide range of confidential administrative support to the College of Graduate Studies. This includes managing a portfolio of students, which involves advising on and processing of Admissions and Registration administration in the College of Graduate Studies. Responds to complex queries and requests for advice, revises student records, provides recommendations based on the policies and procedures of the College of Graduate Studies in areas including but not limited to: applications, evaluation of academic documents (from both foreign and domestic institutions), admission eligibility requirements, and registration. This is a high-volume, fast-paced position requiring strong prioritization and organizational skills. Administrative tasks include step-by-step processes that involve multiple university systems, complex calculations and analysis of detailed documents, which require concentration to complete the required steps; as such, a high level of continuous concentration is required to ensure accuracy.
This position reports to the Associate Director of Admissions & Records and will join a team of other staff in the College. This position will liaise with other departments within UBC, faculty, staff, current students, other institutions both national and international, and the general public.
1. Application and Admissions:
2. Front-line Support for the College of Graduate Studies by:
- Evaluating and troubleshooting online application user questions and difficulties.
- Assessing eligibility of applicants for admission to graduate programs based on established policies, and adapting policies and procedures as necessary. This includes detailed analysis and complex grade point average (GPA) calculations of North American and international undergraduate and graduate degree transcripts and translations. Assessing additional documentation including language test scores and references, for suitability and completeness, and application towards admission requirements.
- Interpreting and adapting university policies and procedures regarding admissions and making recommendations on highly complex files to the Associate Director of Admissions & Records.
- Making required changes to application data to remediate user errors or fulfill change requests for start date, degree or program changes based on understanding of policies and procedures and ability to adapt.
- Authenticating official transcripts and other application documentation and verifies against scanned documents uploaded to system by applicants.
- Monitoring status and communicating with Graduate Programs regarding nature of outstanding admission provisions and conditions, and clearing admission provisions and conditions in system based on receipt and verification of final required documentation or completion of academic requirements.
- Checking thesis formatting within the institutional repository, cIRcle, to ensure UBC standards are met prior to final submission, responding to student inquiries regarding formatting, and directing students to appropriate resources.
3. Records and registration:
- Providing information and advise, and respond to complex inquiries and requests from UBC faculty, staff, students; prospective students, other universities and the general public and supporting the front counter as needed on general information and specific complex questions regarding Application, Admissions, Records, Graduation and Merit-based Awards, by using established policies and regulations in the Academic Calendar and College of Graduate Studies' website, and adapting the policies and procedures as needed.
- Receiving and processing a high volume of mail for the office and redirecting to appropriate staff members. Verifying the authenticity of transcripts and references received.
- Preparing, processing, and sending various letters and forms including enrollment and program completion letters.
- Interpreting university policies and procedures regarding student records and registration amendments and providing consultation and advice to graduate programs on policies and procedures.
- Implementing requests for amendments to graduate student records/registration, including, but not limited to, adding/dropping courses, transfer of programs, transfer of credits, leave of absence, extension of maximum time period in which to complete program, withdrawal, and reinstatement; communicating records change to students and graduate program staff.
- Reviewing student progress reports to identify students whose performance falls below minimum standards and communicates with program when needed.
4. Maintains the filing system for the College of Graduate Studies by:
4. Other Duties:
- Managing all paper & electronic files including adhering to UBC's document retention policies and arranging for the confidential shredding and destruction of outdated files.
- Scanning and retaining electronic copies of all closed student files.
- Providing back-up coverage during peak periods and for vacation/leave coverage for the Admissions & Records' team members and other College of Graduate Studies' staff as time permits.
- Performing other duties as required.
This position reports to the Associate Director of Admissions & Records, but works independently on a day-to-day basis with minimal supervision. Overall objectives are determined in consultation with the Associate Director of Admissions & Records, the Director of the College of Graduate Studies, the Dean of the College of Graduate Studies, and the Associate Dean of the College of Graduate Studies. Within those guidelines, this position works independently, determining priorities as necessary.
This position does not supervise staff.
Consequence of Error/Judgement
Judgment requires knowledge of University and the College of Graduate Studies' admission & program requirements, policies and procedures. Incorrect assessment & analysis of application materials can affect whether or not an applicant is admitted. Providing incomplete or inaccurate information or advice to students can adversely impact the Okanagan campus' ability to recruit graduate students and can impact students' ability to achieve their academic and professional goals and could result in academic appeals or legal action.
This position is a highly visible representative of the College of Graduate Studies. Unprofessional or poor service to applicants, students, faculty, staff and other stakeholders may damage the reputation of the College and their ability to attract and retain excellent students. Lack of cross-cultural sensitivity in communicating with students may cause serious misunderstandings and damage to the international reputation of UBC.
This position has access to confidential student records and materials and is responsible for maintaining student records in an online system; accuracy, attention to detail, and confidentiality are crucial. Errors in judgment have a direct impact on student academic records and tuition assessments. Incorrect assessments could result in unnecessary expenditures for students and programs, which could lead to financial hardship, including students being sent to Collections or being unable to obtain their degree certificates. Inability to manage time effectively, manage details and to plan according to deadlines could negatively impact admissions, graduation, and student records. Incorrect or incomplete analysis or interpretation of documents could negatively impact admissions, program progression, student success, and graduation.
Undergraduate degree . and over one year of related experience, preferably in a post-secondary setting, or the equivalent combination of education and experience. - Knowledge of University policies and procedures, graduate programs, and the College of Graduate Studies would be an asset.
- Ability to comprehend and analyze North American transcripts and international academic records.
- Excellent customer service skills are essential.
- Ability to communicate sensitively in cross-cultural situations.
- Ability to communicate politely, clearly, and effectively.
- Ability to work independently and autonomously.
- Ability to articulate and interpret issues, guidelines or policies from one party to others clearly and without error.
- Strong attention to detail and ability to work with data and systems with a high level of accuracy.
- Excellent oral and written communication skills.
- Effective problem-solving, multi-tasking and organizational skills.
- Strong analytical skills and ability to demonstrate sound judgement.
- Demonstrated ability to multi-task, prioritize, meet deadlines and work under pressure while maintaining a courteous and helpful manner.
- Ability to work under pressure to meet strict deadlines and handle heavy volumes during peak periods.
- Ability to maintain confidentiality.
- Ability to work both independently and in a team environment.
- Ability to exercise tact and discretion while handling sensitive or confidential issues.
- Proficiency in the use of Microsoft Outlook, Word, Excel, and PowerPoint.
- Experience with e-Vision, Student Information Service Centre (SISC), and Adobe Acrobat would be an asset.
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.