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Enrolment Services Support

4 months ago

Vancouver, Canada The University of British Columbia Full time
Job Summary

The Enrolment Services Support (ESS) role is an enrolment services support position that provides support to a wide range of Student Records Management processes, ensuring that critical University functions are supported such as registration and graduation.

The ESS works cross-functionally to provide support throughout the Student Records Management portfolio. This role will be cross-trained to provide backup support for other functional areas in the Student Records Management portfolio, ensuring student service excellence and subject-matter expertise in each area of responsibility. Functional areas include: graduation, registration, transcript production and academic record support (grades, degree audit).

This role will provide administrative support for the make-up graduation ceremonies and SIS data cleanup for the implementation of Workday Student.


Organizational Status

The ESS reports directly to the Associate Director Student Records Management and Special Projects, and may have functional accountability to other ES Managers. The ESS works closely with Enrolment Services Coordinators (ESCs); and works collaboratively with and in support of Enrolment Services Advisors (ESAs) and other staff across the ES organization.

Work Performed

  • Assists with student files including investigating, analyzing and interpreting facts, policies, regulations, procedures; summarizing findings; and making recommendations

  • Performs various transactions and updates in student information systems, ensuring accuracy of data and correcting errors

  • Updates and maintains the ES knowledge base to ensure content remains relevant and up to date

  • Applies knowledge of applicable legislation and external regulations in making decisions and recommendations as appropriate

  • Supports and maintains administrative procedures and systems, including filing and scanning various student record documents

  • Triages student e-mails, forwarding e-mails to the appropriate areas and responds where appropriate

  • Performs other duties as related to the qualifications and requirements of the job

Registration Support

  • Processes change of registration, change of grades, supplemental practicum forms, reviews of assigned standing, and registration requests

  • Registers Cross-Campus Applicants

  • Creates up to 500 Medical Resident student profiles in SISC and registers up to 900 Medical Residents each year

  • Creates letters of enrollment for students completing their medical residencies

Academic Record Support

  • Processes transcript orders and course description requests from students, departments, faculties, and external parties

  • Packages transcript mail, courier and pickup orders; downloads and emails PDF transcript orders

  • Processes and coordinates with various campus stakeholders including Admissions, ES Support, and University Counsel for Freedom of Information transcript requests

  • Provides administrative support for Financial Hold students including add and removal of holds for registration processes

  • Verifies student and enrolment/graduation status in accordance with applicable legislation and policy

  • Updates biographical (name, citizenship) information in the Student Information System

  • 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

Graduation Support

  • Supports the production and distribution of parchments and processes all requests year round

  • Processes requests for parchments to be couriered to students

  • Provides accurate data and information to students, parents, and various campus stakeholders with graduation information

  • Provides support for the make-up graduation ceremonies

Degree Navigator Support

  • Updates degree requirements in Degree Navigator in consultation with UBC Senate and Curriculum Services

  • Provides help desk support and troubleshoots to faculty, student, and staff

SIS Data Cleanup

  • Supports the cleanup of data in the current SIS to support the data migration to Workday Student


Consequence of Error/Judgement

Work performed by the ESS is essential in supporting faculty, staff and students throughout the entire life-cycle of students at the University. The ESS is required to handle a variety of tasks which require sound judgment, accuracy and attention to detail. Failure to complete tasks accurately and in a timely manner can result students not being able to progress in their programs resulting in a cascade of issues. ESSs errors could also compromise the reputation of Enrolment Services and the University's ability to provide an excellent student experience.

Supervision Received

Reporting to the Associate Director Student Records Management and Special Projects, the incumbent will receive training, guidance and performance development to achieve specific goals and objectives. The ESS will also receive mentorship from ESCs, as well as other ES Managers to whom there is a functional accountability relationship. May work on assigned projects under minimal supervision.

Supervision Given

None

Minimum Qualifications

High School graduation and 2 years related experience or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Training in student services, student affairs, or a related field is an asset. Experience in a service centered environment required, preferably within student services. Sound and current knowledge of best practices in enrolment or student services in at least one of the following areas preferred: student records, registration, student recruitment, admissions, or student financial support. Proficiency with standard office software required. Previous experience with Student Information Systems and/or other database solutions preferred, e.g., wikis. Ability to problem solve and exercise sound judgment. Excellent interpersonal, communication and presentation skills required. Must show initiative and the ability to effectively prioritize and multi-task. Ability to work both independently and within a team environment. Ability to work flexibly and adapt to changing priorities as required. Demonstrated accuracy and attention to detail, especially when working under pressure to meet deadlines. Must have the capacity and ability to develop broad base knowledge and understanding in multiple areas of the registrarial profession. Ability to investigate, research and perform problem-based learning.