International Client Services Logistics Assistant

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Student Info Support 3 (Gr6)

Job Title

International Client Services Logistics Assistant

Department

Student Support | CST & E-Recruitment | International Student Initiative

Compensation Range

$3,881.00 - $4,082.00 CAD Monthly

Posting End Date

March 31, 2023

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

Job End Date

Apr 16, 2024

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 Summary

The International Client Services Logistics Assistant primarily provides timely and reliable logistics services to stakeholders within the department, within the broader UBC community, and ISI’s clients (prospective students, their families, counselors, consuls, etc.), but also provides support and advising services to prospective students (international and Canadians studying abroad) and campus visitors regarding programs of study, admission procedures and requirements, and other university policies.

Organizational Status

The International Student Initiative is the primary unit responsible for the University’s mandate to recruit international undergraduate students. The International Client Services Logistics Assistant is an integral position within the department providing logístical support for the unit’s regional recruitment, on-campus, and Recruitment Marketing and Prospective Student Engagement (RMPSE) teams’ activities and front-line inquiry services to prospective international students seeking admission to the University.

Working Relationships:
The International Client Services Logistics Assistant interacts daily with the ISI team and colleagues on the Vancouver and Okanagan campuses, as well as, external service providers (ex. courier companies) providing operational services as well as daily interactions with prospective international students and the general public by responding to inquiries and providing accurate information and timely assistance. Some work on Saturdays may be required. Collaboration with other units within Enrolment Services may include, but is not limited to Admissions, Student Support & Advising, Student Recruitment and Advising, Housing, and faculties, in order to provide thorough support to internal and external clients.

Work Performed

1. International Logistics
- Provides logistics-related coordination, fulfillment, and support of the shipments process (materials may include publications, promotional merchandise, technology equipment, exhibition materials with value of goods as high as $5,000) including:
- Providing front-line service to the ISI team as well as the public on shipment requests;- Preparing packages through shipment lists, label and letter printing, assembling packages, supervision of students who are assembling packages, and coordinating shipment of packages via courier, Canada Post, Campus mail, and recruitment traveler;- Maintaining and updating materials inventory in response to recruitment event shipments and direct mail campaigns. Communicates with staff in the RMPSE unit and the Brock Hall mail room to ensure sufficient quantities of materials are available to implement shipments and mailings;- Liaising with shipment suppliers (couriers, Canada Post, campus-mail, etc.) for timely pick-up, tracking, and successful delivery while minimizing occurrence of lost packages, and proactively contacting suppliers in troublesome shipment locations;-
- Providing on-going and follow-up service to both requester (e.g. recruitment advisor) and receiver (e.g. consuls at foreign embassies and counselors at international schools); advising parties of shipment status from receipt of request to order processing to confirmation of delivery at destination.
- Supervises and trains student assistants/temporary staff in the assembly of shipment packages, data entry, and/or administrative tasks;
- Assists the Associate International Student Recruiter and Advisor, eRecruitment in the process of hiring student assistants, as needed.
- Works closely with the Logistics Team in the fulfillment of the entire logistics process.
- Makes recommendations to improve processes.
- Maintains inventory of display materials, tablecloths, and other promotional equipment; as applicable, enforces sign-in/out process for equipment; ensures equipment is in good working order.
- Liaises with RMPSE to ensure adequate inventory of materials;
- Coordinates data entry into the UNI CRM (Salesforce) system (i.e. updates prospective student and counselor records when contact information is collected through recruitment activities).
- Provides other admi

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