Academic Services Information Clerk

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Student Info Support 4 (Gr7)
Job Title
Academic Services Information Clerk
Department
SAS Support 3 | Student Academic Services | Dean's Office, Faculty of Graduate and Postdoctoral Studies
Compensation Range
$4,594.00 - $4,827.00 CAD Monthly
Posting End Date
December 5, 2024
**Note**: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
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
This is a multi-incumbent position along with the Sr. Information Clerk, each Information Clerk oversees an assigned portfolio. Responsible for complex Admissions, Records and Awards administration processes in the Faculty of Graduate and Postdoctoral Studies in support of 9,000 graduate students from over 140 (140) programs across UBC. Each Information Clerk is responsible for a portfolio of approx. 20% of this total.
Organizational Status
These positions report to the Student Academic Support (SAS) Managers. They have ongoing, independent contact with the Director and Associate Director of Student Academic Support, Department Heads, Graduate Advisors, and Graduate Program Staff and students. Independently communicate and work with the Business and Systems Manager, Manager of Graduate Awards, Awards staff, other SAS support staff and Doctoral Examinations staff, as well as with staff from Enrolment Services, and Exchange Program Office.
Work Performed
Admissions 40%
1. Makes admissions decisions based on detailed evaluation of recommendations for admission to Master s and Doctoral programs from Graduate Programs. This includes detailed analysis of North American and international college and university undergraduate and graduate degree transcripts according to established guidelines to determine admission eligibility. Ensures Recommendation for Admission data and file are complete, checking for and requesting from Graduate Programs required documents such test scores, proof of immigration status, reference letters.
3. Monitors status and communicates with Graduate Programs regarding nature of outstanding admission and graduation requirements on an ongoing basis. Upon receipt of required academic documents, updates Admission System to remove conditions of admission. Ensures that the final admission status is electronically triggered over to the SISC system.
5. Generates acceptance letters, providing detailed admission and biographical data.
6. Liaises with administrative staff at other academic institutions to facilitate student approvals for exchange/credit etc.
Records and Graduation 30%
1. Makes Records decision based on consistency with Policy or regulation when processing requests for amendments to graduate student records on Student Information Service Centre (SISC) (includes adding/dropping courses, change of grades, removal of registration blocks, minor financial correction of student fees, transfer of programs, transfer of credits, permission for graduate students to teach courses, leave of absence, extension of maximum time period in which to complete program, withdrawal, and reinstatement); Assigns SAS Secretary to generate records letters.
2. Forwards Records requests which fall outside Policy to SAS Managers with summary and rationale for review and action. Advises Department Head, Graduate Advisor or Graduate Secretary on the rationale based on the Policy for decline of request.
4. Reviews standard student progress reports to identify students whose performance falls below minimum standards and inform academic Graduate Programs accordingly. Advises Department Head, Graduate Advisor or Graduate Secretary regarding need to submit academic recommendations.
5. Participate in planning and development of procedures related to administration of maintaining records.
Awards 10%
2. Reviews and checks eligibility of Graduate Award Recommendations for 4-Year Fellowships. This is a deadline driven process and timely response/follow-up is required.
Front Counter Information 15%
Performs other related duties in keeping with the qualifications and skill-set of the job. 5%
Consequence of Error/Judgement
This position has responsibility for identifying the Policy or guideline, which addresses the issue at hand, and accurately communicating that policy or guideline information to UBC faculty (Department Heads, Graduate Advisors), staff (Graduate Secretaries), students, prospective students, or the general public. Decisions are based on a thorough knowledge and accurate interpretation of information contained in various resources including the Faculty of Graduate and Postdoctoral Studies Polic