Student Advising Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Student Info Support 4 (Gr8)

Job Title

Student Advising Assistant

Department

Advising & Program Services School of Kinesiology Faculty of Education

Compensation Range

$4739.00 - $5102.00 CAD Monthly

Posting End Date

June 19 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Ongoing

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
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 Schools 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 ones own

- Demonstrates a commitment to enhancing ones 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.

Required Experience:

Junior IC

Employment Type : Full-Time
Experience: years
Vacancy: 1
Monthly Salary Salary: 4739 - 5102