Student Information and Program Assistant

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Student Info Support 3b (Gr6)

Job Title

Student Information and Program Assistant

Department

Student Support and Administration | Go Global: International Learning Programs

Compensation Range

$3,881.00 - $4,082.00 CAD Monthly

Posting End Date

March 21, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Description Summary

Go Global, a systems-wide program, provides international learning opportunities for UBC and partner university students. UBC undergraduate and graduate students have the opportunity to study and take part in research, co-curricular, faculty led global seminars, and other short-term conferences and programs around the world, and learn from incoming students attending UBC as exchange and visiting research students. Working with UBC academic programs, Go Global creates partnerships with post-secondary organizations, non-government agencies and communities to provide these opportunities.

The Student Information and Program Assistant independently provides high-level program and administrative support across the planning and delivery of multiple Go Global programs. The incumbent advises, guides and supports current and prospective students and resolves complex queries from students, faculty, staff, partner universities, community organizations, and visitors to the unit. The Student Information and Program Assistant is an integral member of a five-person support staff team.

Normal reception office environment with heavy walk-in traffic. Volume increases during specific times of the year. In addition to the reception area, a shared project workspace is provided, where staff focus on their project specific work.

Some evening and weekend work may be required for special events or during peak periods.

Organizational Status

The Student Information and Program Assistant is a member of the Go Global: International Learning Programs unit under the Vice-Provost, International. The incumbent interacts closely with UBC faculty, UBC students and students from partner universities, departmental staff, VP International, Enrolment Services and VP Students staff at both campuses as well as student mobility and academic staff at partner universities.

Work Performed

Frontline Advising
- Interprets and applies information, procedures and regulations related to partner universities and UBC departments and faculties.
- Refers only the most complex inquiries, after first having researched the issue to see if it can be resolved at the first point of contact. Identifies emergency/critical situations and initiates an urgent response.
- Supports and co-facilitates group advising and webinars for students going abroad and coming to Canada
- Advises newly-admitted international exchange and Visiting International Research students on registration, fees, and insurance, and supports students in managing their own registration and fee payment transactions with the University.
- Collates students offer letters and registration packages, distributes them, and records details on the student s record. Runs reports and liaises with partner universities to identify missing documents or duplicates.
- Communicates information accurately and sensitively, while preserving protocols around Freedom of Information and Privacy regulations.
- Provides information and guidance on student recruitment to international learning programs, admissions, records, transfer credit and exchange opportunities.
- Exercises good judgment, works sensitively with individual circumstances and communicates accurately with a highly diverse population. Works effectively with non-native speakers of English.

Administration and Program Support
- Identifies processes and systems that require improvement, map current and re-design processes, and makes recommendations for changes in order to improve service.
- Monitors, reconciles and investigates fees, such as the Go Global, Visiting International Research and Global Seminar program fees.
- Provides independent support to M&P staff on specific administrative aspects of program or service work.
- Provides logístical and promotional support for events and programs including developing and maintaining print
- and web-based promotion of events of interest to students.
- Responds to inquiries, approves bookings according to agreed-upon guidelines, manages all information about building and equipment usage and maintenance, serves as primary liaison with user groups and student assistants.
- Provides administrative support including filing, data entry, file management, document and data transfers, mail merges, registration processing, etc.
- Orders, tracks, and sends UBC and partner transcripts, while ensuring the Transfer Credit Portal is kept up-to-date.
- Updates international learning program database and maintains and develops record keeping systems for o

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