Academic Services Information Clerk

University of British Columbia•Vancouver, BC

1d•Onsite

About The Position

This is a multi-incumbent position along with the Sr. Information Clerk, each Information Clerk oversees an assigned portfolio. Responsible for complex Admissions, Records and Awards administration processes in the Faculty of Graduate and Postdoctoral Studies in support of 9,000 graduate students from over 140 (140) programs across UBC. Each Information Clerk is responsible for a portfolio of approx. 20% of this total. Information Clerks need to establish strong working relationships with their assigned programs. These positions serve as primary information / resource (content/knowledge) contacts for Department Heads, Graduate Advisors (faculty members), Graduate Program Staff, graduate students and prospective students. Responding to complex queries, providing advice, and making recommendations on the Policies and Procedures of the Faculty of Graduate and Postdoctoral Studies, including but not limited to: applications, evaluation of academic documents (from both foreign and domestic institutions), admission eligibility requirements, Records, Graduation and merit-based Graduate Awards and Scholarships.

Requirements

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
Ability to read and understand North American transcripts and international academic records.
Ability to read and comprehend a variety of resources including Faculty of Graduate and Postdoctoral Studies Policies and Procedures, Faculty of Graduate and Postdoctoral Studies web site, UBC calendar, Admissions Manual, Records Manual, and Student Academic Services Questions and Answers.
Ability to read, understand and apply policies appropriately.
Ability to work well with others in a team environment and to deal effectively with faculty, staff, students and the general public.
Attention to detail, ensuring accuracy.
Ability to work under pressure to meet strict deadlines and handle heavy volumes during peak periods.
Intermediate level in word processing, spreadsheet, e-mail software and Internet navigation skills.
Ability to use systems such as SynApps, and the Student Information Service Centre (SISC).
Ability to deal effectively with people who are irate, frustrated, or upset.
Typing Speed 50 wpm.
Ability to exercise utmost tact and discretion, to understand and comply with the Freedom of Information and Protection of Privacy Act and University policies and procedures.
Strong analytical skills and ability to use good judgement.
Excellent oral communication skills in English.
Ability to communicate sensitively in cross-cultural situations.
Ability to communicate politely, clearly, and effectively.
Ability to articulate and interpret issues, guidelines or policies from one party to others clearly and without error.

Nice To Haves

High School graduation and two year post-secondary diploma andpreferably in a university setting or the equivalent in education and experience.
4 years related experience or the equivalent combination of education and experience.
three years of relevant UBC experience in administrative, systems and procedures.
Knowledge of UBC Graduate programs and requirements for admission to Graduate Programs.
Knowledge of university admissions processes and procedures.
Thorough knowledge of academic terminology and Graduate Studies.

Responsibilities

Makes admissions decisions based on detailed evaluation of recommendations for admission to Master s and Doctoral programs from Graduate Programs. This includes detailed analysis of North American and international college and university undergraduate and graduate degree transcripts according to established guidelines to determine admission eligibility. Ensures Recommendation for Admission data and file are complete, checking for and requesting from Graduate Programs required documents such test scores, proof of immigration status, reference letters.
Forwards inadmissible decisions for admission with detailed rationale for their decision to the SAS Managers or Associate Director for secondary review to ensure consistency in application of policy across all portfolios. Responds to queries from students, who may be angry or upset, who have been denied admission on options to improve their chances for future admission
Monitors status and communicates with Graduate Programs regarding nature of outstanding admission and graduation requirements on an ongoing basis. Upon receipt of required academic documents, updates Admission System to remove conditions of admission. Ensures that the final admission status is electronically triggered over to the SISC system.
Checks eligibility for UBC students requesting permission to attend Canadian and International universities on various student exchange agreements. Adjudicates applications from visiting students to UBC from other Canadian Universities on various exchange agreements.
Generates acceptance letters, providing detailed admission and biographical data.
Liaises with administrative staff at other academic institutions to facilitate student approvals for exchange/credit etc.
Makes Records decision based on consistency with Policy or regulation when processing requests for amendments to graduate student records on Student Information Service Centre (SISC) (includes adding/dropping courses, change of grades, removal of registration blocks, minor financial correction of student fees, transfer of programs, transfer of credits, permission for graduate students to teach courses, leave of absence, extension of maximum time period in which to complete program, withdrawal, and reinstatement); Assigns SAS Secretary to generate records letters.
Forwards Records requests which fall outside Policy to SAS Managers with summary and rationale for review and action. Advises Department Head, Graduate Advisor or Graduate Secretary on the rationale based on the Policy for decline of request.
Evaluates applications for graduation based on established graduation requirements.
Reviews standard student progress reports to identify students whose performance falls below minimum standards and inform academic Graduate Programs accordingly. Advises Department Head, Graduate Advisor or Graduate Secretary regarding need to submit academic recommendations.
Participate in planning and development of procedures related to administration of maintaining records.
Reviews, checks for completeness, accuracy and for eligibility according to NSERC/SSHRC regulations all applications for these various externally funded award competitions. This is a deadline driven process and timely response/follow-up is required. Tasks include checking for transcripts, meets eligibility requirements, accurately completed application forms etc. follows up with submitting Graduate Programs for missing or incomplete information.
Reviews and checks eligibility of Graduate Award Recommendations for 4-Year Fellowships. This is a deadline driven process and timely response/follow-up is required.
Provides information and responds to inquiries via e-mail, the telephone and at the front counter regarding routine and non-routine graduate awards and funding opportunities.
Provides information and responds to complex inquiries and requests (from UBC faculty, staff, including Department Heads, Graduate Advisors and Graduate Staff, students; prospective students, other universities and the general public) on the telephone, via mail, e-mail and at the front counter (up to 25 hrs. per month) on general information and specific complex questions regarding Application, Admissions, Records, Graduation and Merit-based Awards, based on established policies and regulations from Faculty of Graduate and Postdoctoral Studies Policies and Procedures manual, UBC Calendar and G+PS web site.
Performs other related duties in keeping with the qualifications and skill-set of the job.