Student Advising Assistant

Job Summary

This position is responsible for providing front-line assistance and moderately complex advice and information to students, as well as clerical support for the Graduate Advising Office. Must be familiar with School, Faculty and University policies and procedures relating to undergraduate and graduate degree programs and with services provided to students.

Organizational Status
Reports to the Manager, Undergraduate Programming and Advising with respect to the undergraduate functions, works closely with the Graduate Program Coordinator with respect to the graduate functions.

Work Performed

Student Advising and Front-Line Service

· Responds to in-person, telephone, email, and virtual advising inquiries related to undergraduate and graduate programs in the School of Kinesiology.

· Provides accurate information and moderately complex advice regarding program requirements, registration, academic policies, deadlines, graduation requirements, transfer credit, course equivalencies, and University procedures.

· Uses active listening and probing questions to assess student needs, researches issues using advising manuals, University policies, the UBC Calendar, and Workday Student, and determines appropriate courses of action.

· Investigates and resolves moderately complex student inquiries independently and refers more complex cases to the Manager, Undergraduate Programming and Advising or Graduate Program Coordinator as appropriate.

· Explains registration issues and restrictions, including blocked registration, prerequisite deficiencies, academic standing concerns, and progression requirements.

Academic Administration and Student Records

· Monitors student progression and compliance with prerequisites, continuation requirements, and degree requirements; identifies issues and escalates cases requiring review or intervention.

· Assists with the collection, compilation, and reporting of admission, enrolment, registration, and academic data.

· Oversees course registration processes and prepares class lists and enrolment reports as required.

· Coordinates final examination scheduling for undergraduate courses and administers deferred and supplemental examination processes, including coordination with the Centre for Accessibility, instructors, students, and Enrolment Services.

· Receives and processes invigilation reports and maintains related records.

Timetabling and Course Administration

· Acts as the School's official Timetable Representative, coordinating with Scheduling Services, Enrolment Services, and faculty members to develop and maintain course schedules, including lectures, laboratories, tutorials, and examinations.

· Implements enrolment controls and registration procedures to support course access and manage capacity restrictions.

· Liaises with faculty members to maintain an up-to-date repository of course outlines, publishes current outlines to the School website, and responds to requests for historical course materials.

Awards, Scholarships, and Student Programs

· Coordinates the administration of undergraduate scholarships, awards, and bursaries, including maintaining application information on the School website, launching and managing Qualtrics application processes, collecting supporting documentation and reference letters, reviewing applications for completeness, and preparing application packages for adjudication committees.

· Assists with the administration of undergraduate and graduate student programming, events, and related initiatives.

Student Conduct and Confidential Records

· Assists with academic misconduct and student conduct processes by coordinating meetings, preparing case files, maintaining confidential documentation, recording meeting notes, tracking case progression, and ensuring secure handling and storage of records.

· Maintains confidentiality and ensures compliance with University policies governing student information and records.

Communications, Systems, and Office Operations

· Maintains online forms, surveys, and administrative processes used by the advising office.

· Develops, updates, and maintains advising resources, promotional materials, website content, and student communications.

· Maintains the advising office knowledge base and operational documentation within Confluence, ensuring staff procedures, workflows, and reference materials remain accurate and current.

· Coordinates weekly team meetings and semi-annual staff retreats, including agenda preparation, meeting logistics, minute-taking, and distribution of action items.

· Performs administrative duties including drafting correspondence, preparing reports, managing records, and coordinating the storage, retrieval, and destruction of archival materials.

Convocation and Ceremonial Responsibilities

· Serves as Graduand Marshal during University graduation ceremonies, coordinating student assembly and procession activities, providing direction to graduating students, and supporting the successful execution of convocation events.

· Performs other related duties as required.

Consequence of Error/Judgement
The main function of this position is to serve the needs of undergraduate students (90%) and provide support for grad students at (10%). As a front-line position for the School of Kinesiology, the public relations aspect of this position is critical to the reputation of the School both within and outside the University community and to the progress of students in pursuit of their studies. Requires a thorough understanding of a wide range of policies. Information must be accurate and provided in a respectful and timely manner. Failing to understand fully a student s request could result in a student being unable to register in a required course. Providing inappropriate or confidential information to unauthorized individuals could result in damage to the School s reputation. This role requires a high attention to detail, exceptional organizational abilities, and superb customer service and communication skills.

Supervision Received
Receives direction and work assignments from the Manager, Undergraduate Programming and Advising, and Graduate Program Coordinator. Work is done under general supervision; performs most duties independently and in accordance with established procedures.

Supervision Given
May supervise work learn students

Minimum Qualifications
High School graduation, plus two year post secondary diploma, plus four years of related experience, or an 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

• High School graduation, plus one year post-secondary diploma, plus four years of related experience or an equivalent combination of education and experience.

• Ability to communicate effectively and tactfully with faculty, staff, students and the general public in giving and obtaining information and in explaining practices and procedures

• Proficiency in the use of English grammar, spelling and punctuation.

• Ability to listen actively and attentively, and to probe for information to clarify requests and questions.

• Ability to prioritize and schedule work effectively under pressure to meet deadlines.

• Ability to handle heavy volumes of inquiries at peak periods and to re-prioritize and reschedule tasks as appropriate.

• Ability to effectively use MS Word, Excel at an intermediate level.

• Ability to perform word processing at 50 words per minute.

• Familiarity with SISC and Workday Student.