Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried – Student Info Support 3b (Gr6)
Job Title
Advising Assistant
Department
International Student Development | Student Affairs | VP Students
Compensation Range
$4,319.00 – $4,540.00 CAD Monthly
Posting End Date
September 16, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
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 Summary
Student Affairs is responsible for providing leadership, opportunities, and services that strengthen and enrich student learning at UBC. Student Affairs is committed to understanding UBC students and their experiences and to responding through innovative programs and services.
International Student Development supports international and refugee students to thrive at UBC and facilitates international learning opportunities on campus for all students.
The Advising Assistant in International Student Development provides high-level administrative support for advising services and across the planning and delivery of multiple programs and projects. The incumbent advises, guides and supports current and prospective students and resolves complex queries from students, faculty, staff, community members and visitors to the unit. The Advising Assistant is an integral member of the staff team in the Life Building and the Simon K.Y. Lee Global Lounge and Resource Centre (Global Lounge).
Using the available operational tools, equipment and publications, the Advising Assistant provides respectful, accurate and responsive service to a wide variety of individuals. Information relayed requires broad knowledge of: international student experiences and supports; Canadian immigration information as approved by authorized immigration representatives; UBC policies, guidelines, expectations, procedures and regulations; general campus services, resources, and campus life; and the work of other University units including basic information about Go Global, other student services, Faculties and Enrolment Services.
The Advising Assistant works in the normal reception office environment with complex procedures and heavy walk-in traffic and online inquiries. Volume increases during specific times of the year (September orientation for new students, April and May for graduation and July and August for pre-arrival preparation). In addition to the reception area, a shared project workspace is provided away from the reception area, 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
This position is supervised by the Advising Coordinator. In some instances, staff will take direction from other members of the International Student Development team, with respect to reception duties and specific project work. May supervise student staff.
Work Performed
As the public face of the unit, the Advising Assistant will perform:
Front-line and online advising
Administration and Program Support
Project work
Consequence of Error/Judgement
Incumbent will be required to deal with unique situations requiring sound judgement, knowledge of and sensitivity to intercultural and international issues. Decisions require thorough knowledge of the guidelines, procedures and regulations and the ability to interpret and apply them to the work unit. All information must be accurate and provided in a respectful, timely and supportive way. Failure to provide service that meets these standards may create hardships for students seeking international experience and could impact a students’ ability to remain in Canada legally or access health care, or have a negative impact on the reputation of UBC, both locally and internationally, and internationalization goals of the unit and University.
Supervision Received
The Advising Assistant works independently with minimal supervision. The incumbent will receive specific instructions on new projects. Consults with supervisor on matters that depart radically from established policy or procedures. Expected to actively prioritize a variety of tasks and utilize judgement to identify solutions to complex problems.
Supervision Given
The Advising Assistant may provide supervision and support to up to five student staff throughout the year, including training on procedures, policies, and workflow management to maintain accuracy and quality.
Minimum Qualifications
High School graduation, plus one year of post secondary education, plus three years of related experience, or an equivalent combination of education and experience.
Preferred Qualifications
Training in office procedures and practices. Knowledge of international education and international student issues. Effective oral and written communication, interpersonal and organizational skills. Ability to exercise tact and discretion when handling sensitive and/or confidential matters. Knowledgeable about how to communicate within a highly diverse environment and able to use varied communication techniques to provide effective and responsive support to individuals, particularly students, from many different cultures. Ability to operate a normal range of office equipment. Ability to use word processing, spreadsheet, database, Internet and electronic mail applications at an intermediate level (Word, Excel, web browsers, PowerPoint, Outlook, Teams, Zoom, SISC preferred). Ability to prioritize work and to meet deadlines. Ability to maintain accuracy and attention to detail. Ability to compose correspondence and reports using clear, concise business English. Ability to work independently and as an active member of a team. Training in intercultural communication, front-line customer service, active listening and supporting people in distress preferred. Experience studying or living abroad preferred. Knowledge of Freedom of Information and Protection of Privacy Act (FIPPA). Knowledge of policies and procedures of UBC and central agencies (e.g., Human Resources, Finance). Knowledge of general immigration policies
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