Enrolment Services Coordinator

4 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Student Info Support 4 (Gr8)

Job Title

Enrolment Services Coordinator

Department

Advising Team 2 | Enrolment Services Advisors 2 | Student Support and Advising | Enrolment Services

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

March 4, 2025

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

Job End Date

Feb 28, 2026

This is a leave replacement position

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 Description Summary

Organizational Status

The ESC reports directly to the Manager, Student Support & Advising (Enrolment Services), and may have functional accountability to other ES Managers and Associate Directors. The ESC works closely with other ESCs; and works collaboratively with and in support of Enrolment Services Advisors (ESAs) and other staff across the ES organization. The ESC represents ES on teams, committees and working groups internal and external to ES.

Work Performed

General
- Supports ESAs with complex student files including investigating, analyzing and interpreting facts, policies, regulations, procedures; summarizing findings; and making recommendations.
- Attends meetings and consultations with ESAs and/or other ES managers where appropriate.
- Supports and provides recommendations on improving ES student service, systems and processes, tools and communication programs, such as those that would enhance the student and/or ESA understanding of tuition, fees, financial support and planning.
- Instructs and advises ESAs in the support of sponsored students. Administers, coordinates and oversees work flow and processes of the sponsorship billing program consisting of invoicing and collecting of $10M annually across the Vancouver and Okanagan campus. Communicates directly with students and sponsors, ensuring solid relationships are maintained. Makes independent decisions regarding lifting financial holds, removing/refunding fees and enforcing privacy policies.
- Directly supports ESAs, with understanding student and faculty needs to ensure service excellence. Organizes student and/or faculty focus groups including establishing participants, developing focus group questions, co-facilitating the session, and recording, analyzing and summarizing information for recommendations and presentation.
- Processes, analyzes and verifies various student records and documents such as review of assigned standing, campus work permit verification and reports, confirmation of enrolments, background checks and RESPS and Education verifications.
- Directly supports external stakeholder groups with understanding student and faculty needs to ensure service excellence. Organizes student and stakeholder communications, developing group sessions and co-facilitating presentations. Constructs and presents customized reports for various campus and external stakeholders.
- Compiles and sorts 35,000+ student information to support ongoing student assignments to ESAs. A sophisticated level of Excel knowledge is required (eg. Pivot tables, writing formulas) to ensure students are properly assigned to ESPs in accordance to recommended practice.
- Performs various transactions and updates in student information systems and financial systems, ensuring accuracy of data and correcting errors.

Research, Knowledge Management and Business Improvement
- Conducts research on industry standards and best practices in higher education. Presents findings to management team.
- Develops and interprets complex statistical and qualitative reports, and makes recommendations and presentations.
- Participates in identifying processes and systems that require improvement. Documents and maps current business processes, supports process analysis and measurement, and makes recommendations for process improvements.
- Reviews Departmental policies and procedures and provides input and recommendations for change.
- Updates and maintains the ES knowledge base and/or WIKI. Ensures the knowledge base remains relevant and up to date.
- Interprets University and Student Services publications, policies and procedures in order to make recommendations to resolve student problems or issues or to improve ES business processes. Applies knowledge of applicable legislation and external regulations in making decisions and recommendations as appropriate.

Prospective student and applicant support
- Co-ordinates Broad Based Admissions (BBA) reading and administration including, organizing BBA training: scheduling participants and presenters, preparing and circulating materials, disseminating reading assignme

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