Job Category
M&P – AAPS
Job Profile
AAPS Salaried – Student Management, Level B
Job Title
Enrolment Services Advisor
Department
Enrolment Services Advisors 3 | Student Support and Advising | Enrolment Services
Compensation Range
$6,551.00 – $9,418.83 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
January 2, 2024
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Dec 31, 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 Description Summary
The Enrolment Service Advisor (ESA) is an advising specialist who is a highly visible representative of Enrolment Services (ES) and the University.
Each ESA is assigned a portfolio of 900-1100 students and is responsible for guiding those students throughout their entire student experience. The ESA provides professional advice for students (international and domestic) across ES areas of responsibility, including: student financial support, admission, domestic student recruitment, tuition, fee assessment and collection, student records, registration, and transfer credit. With AESAs, ESAs also support up to approximately 25,000 prospective domestic students, annually.
The ESA plays a leadership role in the design, delivery, and evaluation of ES student service programs and makes strategic recommendations on the establishment of service standards. The ESA is part of a network of advising and service professionals that collectively contribute to UBC s exceptional learning environment. ESAs support: undergraduate, graduate, post-baccalaureate, visiting, and prospective students, and alumni.
Organizational Status
The ESA reports to the Associate Director, Enrolment Services. The ESA works closely with AESAs, other ESAs and academic and student affairs professionals at the University, including other staff in Enrolment Services, the Provost & VP, Academic Portfolio (Go Global, International Student Initiative, etc.), the academic faculties and the Vice-President, Students portfolio (International Student Development, Counselling Services, etc.). The ESA represents ES on teams, committees, and working groups internal and external to ES, including government and agency committees. The ESA assists in hiring and training student employees.
Work Performed
The ESA uses in-depth knowledge and understanding of all areas of the registrarial profession to design, deliver, and evaluate enrolment services in order to support the success, personal development and financial wellness of current students as well as prospective undergraduate students. ESAs are responsible for student advising and project management in all areas of the registrarial profession including financial aid and financial wellness, tuition and fees, records and registration, admissions and recruitment.
The ESA requires a wide understanding of this multi-faceted regulatory environment to advise each individual student in context. The ESA uses knowledge of systems, policies, regulations, and guidelines and exercises professional judgment to solve unusual and complex problems that cross organizational boundaries. The ESA develops, manages and leverages relationships and strategic partnerships to effectively resolve student issues, streamline processes and complete projects.
STUDENT ADVISING
Financial Advising
ESAs are the primary financial advisors for all student financial related matters at the University – this includes undergraduate, graduate and professional students. The complex application and administration of Canadian and US government student loans in addition to managing student finances is one of the greatest sources of stress for students. ESAs proactively advise students on how to navigate individual provincial and federal policies to ensure they are properly funded for their educational pursuits. Advising appointments of a financial nature are typically on-going for the entire length of study, highly situational with very little precedent to follow and students are often very anxious and require holistic advising as multiple factors impact student financial wellbeing. ESAs support students who face challenges paying their tuition and fees, experience unplanned shortfalls or have an exceptional situation.
Prospective Student Advising and Recruitment
ESAs work closely with Associate Directors and staff in Undergraduate Admissions and Student Recruitment & Advising to develop and deliver services to prospective students. ESAs are the primary point of contact for prospective student inquiries about undergraduate admissions. Applying tactful and supportive advising within the University s policy framework in mind is required when students are at the cross roads in their education.
Advising Students at Risk
Enrolment Services Professionals identify students at risk or in crisis and create an environment in which those students are able to acknowledge difficulties and seek further help. Once a student is identified as at-risk, the ESA intervenes by connecting that student with resources and supports as appropriate, including engaging the University s Early Alert system.
General Campus Advising
AWARD MANAGEMENT AND ADJUDICATION
ESAs oversee and monitor a complex portfolio of awards of varying amounts and adjudication processes. They are accountable for meeting award management targets and metrics, minimizing risks and for ensuring that stakeholders have the information and resources needed to perform their functions effectively.
The ESA will lead team members within and across departments/faculties to ensure awards are properly assessed and audited for eligibility. Accurate adjudication must be fairly and equitably evaluated within tight timelines to coordinate award offers with offers of admission to the university. ESAs liaise with relevant stakeholders, particularly with the Associate Director, Student Financial Services, various faculty advisors, Development Office and external award committees (e.g. Rhodes, Loran) to ensure appropriate award allocations. The ESA is the award manager and must set priorities and addresses risk within their portfolio to ensure UBC remains competitive and attracts top students.
Included in managing the awards portfolio is a strong focus on building capacity within the team and performing core duties, such as building reports and managing data in the awards management system for campus wide reports. The ESA identifies and institutes process improvements and best practices, and shares this information across campus award advisors, as part of the continuous improvement of the award management function.
ENROLMENT MANAGEMENT
ESAs are the student s primary advising connection to Enrolment Services. Through this relationship, students access professional advising services on matters pertaining to continued enrolment and registration at the university. In addition to direct advising, ESAs identify, create and manage projects that strategically increase the quality of the student experience and aim to increase retention and graduation.
Student Records & Registration:
Project Management:
COMMUNICATIONS AND CAMPUS OUTREACH
ESAs are a key source of information on student loans, scholarships, bursaries, university policy and admissions. ESAs deliver this information to students via email, service points, individual appointments, workshops, webinars, blogs and other events. ESAs work closely with other ES units and campus partners to identify, create and deliver programming that integrates financial advising
Consequence of Error/Judgement
Work performed by Enrolment Services Advisor is critical to the success of the University and its ability to deliver on the goals articulated in UBC s strategic plan. The ESA is a highly visible and empowered role within Enrolment Services. Errors in judgment, poor advising, and/or inconsistency in decision making could have significant negative financial, academic and/or personal consequences for students. Decisions are not routinely subject to confirmation and are legally binding upon the University. These negative consequences could damage the relationship between the University and its students. The reputation of the University and/or of its Faculties among community stakeholders could be adversely affected. ESA errors could also compromise the University s ability to meet its enrolment and student retention targets.
Supervision Received
Reporting to an Associate Director, Enrolment Services, and the incumbent will receive coaching, mentorship and performance development to achieve specific goals and objectives. Works both independently and within a team environment. Under minimal supervision, the incumbent has the authority to exercise judgment and make important decisions and provide services on matters of varying complexity in accordance with University policies and best practices in student services.
Supervision Given
Orients, trains, provides direction and/or supervises staff and/or student employees. Actively participates in the hiring, evaluation, and supervision of staff and/or student employees. Acts as a project leader to provide leadership and supervision on a project involving other staff members, faculty, external stakeholders and/or students.
Minimum Qualifications
Preferred Qualifications
Undergraduate degree in a relevant discipline.Post-secondary education and/or training in student services, student affairs, or a related field is an asset.Minimum of three to four years of related experience or the equivalent combination of education and experience.Experience required in a service centered environment, preferably within student services. Experience in student or client advising or counseling is essential (UBC experience preferred). Experience with interpreting, applying and advising on policies and procedures. Sound and current knowledge on best practices in enrolment or student services, or comparable work experience; experience in at least one the following areas preferred: student records, registration, student recruitment, admissions, and student financial support. Proficiency with standard office software required. Experience applying technology to improve student and or client services an asset. Previous experience with Student Information Systems or other enterprise database solutions/customer relationship management systems preferred.
Ability to provide effective and appropriate guidance and counsel (e.g., career counselling). A skilled listener, with the ability to identify and respond to sensitive issues with empathy and diplomacy. Must be resourceful and able to analyze problems, identify key information and issues and exercise initiative and creativity to develop effective solutions. Ability to independently exercise superior judgment to make important decisions on matters of varying complexity. Proven ability to use an inclusive approach to develop and cultivate relationships with students, faculty, staff and members of the external community. Excellent interpersonal, communication and presentation skills required. Demonstrated accuracy and attention to detail, especially when working under pressure to meet deadlines. Ability to collaborate and share expertise within a team environment. Ability to provide leadership and supervise staff. Demonstrated time management skills with the ability to effectively prioritize, multi-task and organize work.
Enthusiasm and capacity for continuous learning and development. Must have a valid BC Driver s license, access to a vehicle and the ability to travel on occasion. Experience working with different cultures and/or multilingual ability is an asset.
Career Opportunities: Human Resources Generalist (19787) Requisition ID 19787 – Posted – ASSA ABLOY of Canada Ltd – Canada Group...
Apply For This JobFootwear Lead, PT Date: Jan 23, 2023 Location: Richmond, British Columbia, CA, V7B 0B7 Company: Under Armour Under Armour is...
Apply For This JobDate Posted: 2022-10-07-07:00 Country: Canada Location: LOC13004 8 Hearst Way,Ottawa,Ontario,K2L 2P4,Canada Key Job Responsibilities Establish and maintain positive, professional customer...
Apply For This JobAre you enthusiastic, customer-oriented and enjoy interacting with people? Do you want to build a rewarding career in residential property...
Apply For This JobCenter: Leslieville, ON Job Type: Full-Time Government Wage Enhancement offered on top of hourly rate for Full-Time staff Centre opening...
Apply For This JobPrincipal Biostatistician, Medical Device (Remote): These permanent, remote opportunities can be worked from anywhere in the U.S. or Canada regions...
Apply For This Job