Staff - Union
BCGEU Okanagan Support Staff
BCGEU OK Salaried - Support Services Assistant I
Admissions and Awards Assistant
UBCO | Support | Admissions and Awards | Enrolment Services
$3,826.00 - $4,389.00 CAD Monthly
October 4, 2021
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
HR Review Log Reference: B3321 - July 26, 2021 - AM
This position provides administrative processing support for financial assistance and awards programs and the successful disbursement of program funding to eligible students. This position supports regular communication with students, faculty and staff in related departments to fulfill the objective of providing exceptional award service to students and applicants.
This position acts as a resource to support the efficient processing and evaluation of applications for admission for undergraduate applicants including responding to student inquiries. Admission support is also provided to faculty and staff in related UBC departments.
The position reports directly to the Senior Manager, Admissions and Awards. Works collaboratively with many members of the Okanagan Enrolment Services team and with staff in related Enrolment Services departments on the Vancouver campus.
Accurately evaluates the needs of students, staff, and the general public and responds appropriately within a busy and deadline driven environment.
Determines appropriate referrals to other units and service providers and makes appointments for more in-depth service where appropriate based on analysis of student inquiry and SISC supporting data.
Advises students on steps to access financial support through government student loans (including out of province and U.S.), bursaries and awards, work study, and financial spending plans.
Helps interpret the UBC academic calendar and related policies and liaises with academic advisors, faculty and enrolment services staff to provide answers to common registration questions.
Troubleshoots complex financial situations including student loan issues, bursary eligibility, tuition assessments and award assignments and disbursements.
Provides information and support for students and their families around planning and managing student finances including accessing emergency funding.
Authorizes tuition deferments, recommends financial advances against student loans, and liaises with housing on residence fee deferrals in appropriate circumstances.
Provides outstanding customer service.
Provides robust computer data systems support for the delivery of student financial assistance programs, and the maintenance of student academic records and fee payments.
Prepares and analyzes reports for loan and award recipients and takes appropriate course of action which may include communications to students, reduction of funding or withdrawal of student from loan eligibility.
Analyzes complex student fee accounts to assist students or staff inquiring about tuition and award accounts.
Sets up new awards on SISC ensuring criteria and adjudication parameters are accurately coded. Rolls awards to next session when appropriate and enters available award amounts based on information from Development and/or the endowment review databases.
Coordinates recommended awards by liaising with faculty, staff and the development office to ensure timely adjudication of awards including running unassigned award searches, following up with recommendations when students are not meeting award criteria, advising scholarship chairs on process for adjudication, and maintaining records for audit purposes.
Maintains SISC information and assigns awards, bursaries and emergency funding requests. Completes paperwork and manages legal documents related to advances. Investigates issues related to donor notices and prepares when necessary additional communication to students and donors for recommended awards.
Determines parameters for searches on SISC to identify students eligible for awards and to report on student funding costs by program.
Provides some financial reporting to department manager on an as needed basis.
Supports the undergraduate admission process by authenticating transcripts received at the Okanagan campus.Scans and matches transcripts to student files to prepare them for evaluation and transfer credit assessment.
Processes applications to Non-Degree Studies, providing support to Access Studies, Concurrent Studies, and other applicants to the institution.
Contacts applicants’ references to ensure accuracy of application material.
Performs other duties as required to ensure a smooth application/admission process for students and to support the University’s enrolment goals.
General Office Duties:
Mail distribution, filing, image storage, data maintenance and purging.
Performs other duties as assigned in keeping with the requirements of the position.
Consequence of Error/Judgement
Work performed by Enrolment Services is critical to the success of the University and its ability to deliver on the goals articulated in UBC's strategic plan. This position contributes to the delivery of critical services to students and to faculties. These services are central to students gaining admission to UBC, obtaining appropriate financial assistance throughout their education and obtaining any financial awards for which they may qualify. Errors could have significant negative financial, academic and/or personal consequences for students. Consequences could include applicants being unjustly denied admission, applicants being admitted when not properly qualified, students being denied loans and awards causing financial hardship and possibly withdrawal from the University, students having loan eligibility issues requiring funding claw backs, students missing opportunities for awards and bursaries.
The position is supervised by the Senior Manager, Admissions and Awards
University Degree or equivalent combination of experience and education
Minimum one experience in a university setting preferably in student services or enrolment services.
Experience in awards administration and/or undergraduate admissions would be an asset .
Strong computer skills including ability to learn new computer programs,to use general office computer programs and equipment, and to access information through web and other databases.
Attention to detail and ability to multi-task and to prioritize work load and meet deadlines are essential.
Ability to work in a team environment to deliver services within the context of a complex, busy and often high stress environment.
to detail and ability to multi-task and to prioritize work load and meet deadlines are essential.
Ability to write clear concise business language .
Knowledge of accounting principles an asset.
Ability to process large volumes of information and analyze customer needs while providing guidance and information on university and governmen t policies and procedures.
Strong customer service skills are essential including communication skills, demonstrated empathy, and the ability to maintain composure when dealing with difficult people.
Ability to work effectively both as part of a team and independently.
Ability to exercise tact, diplomacy, confidentiality and discretion.