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Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level A

Job Title

Associate Prospective Student Advisor

Department

Welcome Centre | International Student Recruitment | On Campus | International Student Initiative

Compensation Range

$5,526.42 - $7,941.25 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

August 3, 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

Plans, develops, implements, and evaluates a variety of effective and innovative front-line and online advising services and programs for prospective students, their parents/guardians, agents, and guidance counsellors. Undertakes one-on-one and group advising in-person, on the phone, or through our CRM or other online channels.

Provides a welcoming first impression of UBC. Provides effective recruiting and advising services to international and Canadian students on behalf of the University, in support of both the International Student Initiative and Student Recruitment and Advising’s mandates to meet the Faculties’ enrolment targets in undergraduate programs as well as in select other programs that have been identified as strategic initiatives for the University.

This position will work primarily in-person on the UBC Vancouver campus, from Tuesday to Saturday.

Organizational Status

Reports to the Welcome Centre Advising Coordinator in terms of overall strategy and operations. Works closely and collaboratively with other ISI staff and in particular the recruiting teams on both the Vancouver and Okanagan campuses; Student Recruitment & Advising staff; Staff in Recruitment Marketing and Prospective Student Engagement; other units in Enrolment Services, particularly Admissions and Student Support and Advising; Staff within International Student Development; and Faculties and academic advising units.

Work Performed

1. Plans, develops and implements effective and innovative front-line advising services

• Plans, develops and implements advising activities to encourage prospective undergraduate students to apply to UBC, complete their application and accept their offer of admission. Examples may include conducting regularly scheduled live text chat events, in-person and online information sessions, and responding to inquiries from prospective students.
• Collects and maintains data on the origin of prospective students, tracking and assessing patterns of participation and contact, designing and delivering other assessment tools to solicit feedback from prospective students to determine levels of satisfaction and overall effectiveness of program in meeting recruitment goals.
• Works with the CRM system to load, tag, analyze student interactions to determine effectiveness of recruitment/advising channels.
• Produces qualitative and quantitative summary reports and makes recommendations for changes and improvements to the Welcome Centre Advising Coordinator.
• Works closely with the Recruitment Marketing and Prospective Student Engagement (RMPSE) team to respond to social media inquiries. .

2. Performs advising services

• With a best practice in advising framework in mind, provides advising services in a professional manner, anticipates prospective student needs, proactively responds to student requests, provides recommendations extending beyond a student’s presenting request and finds opportunities to coach students toward independence and self-direction.
• Advises prospective undergraduate students, their parents/guardians, agents, and guidance counsellors on admission requirements, application deadlines and processes, tuition fees, financial awards availability and eligibility requirements, on-campus housing opportunities, academic program availability, orientation programs, and all other features of the undergraduate student experience at UBC.
• Advises prospective students at the Welcome Centre front desk.
• Makes accurate and timely referrals to other campus departments and resources.
• Plans and delivers effective group advising sessions in a variety of settings, including online and in person.
• Identifies and recommends systems, policies, regulations and guidelines to solve unusual and/or complex problems presented by prospective undergraduate international students that cross organizational boundaries while respecting organizational roles.

3. Provides other services related to Recruitment and Advising

• Works proficiently with the Student Information System to obtain information on the status of a student’s inquiry or application for advising purposes.
• Works proficiently with the CRM system to plan programs and services, run reports, and communicate with prospects and applicants; captures and manages information regarding sensitive advisory interactions with students using best practices and sound knowledge of applicable privacy policy and legislation.
• Adheres to UBC’s policies on safeguarding security of data and electronic devices; adheres to Freedom of Information and Privacy policies with regard to student advising. Exercises sound judgment and follows departmental protocols for travel safety and communication with the home office when travelling locally, and stewards the University’s property and resources responsibly in carrying out recruitment and advising services.
• Participates in the evaluation of the personal profile component of the UBC application for the purpose of international undergraduate awards adjudication under the direction of the ISI Awards team.

AS AN ISI TEAM MEMBER

• Models commitment, a valuing of diversity, a pursuit of inclusivity, respect for others and the work;
• Carries out all work duties in an exceedingly professional and ambassadorial manner;
• Contributes to a culture that supports innovation, and that identifies new programs and initiatives that will move the university forward towards achieving its international enrolment goals.
• Contributes to a team culture that supports integration and collaboration across all of ISI’s functional teams;
• Contributes to a team environment that celebrates diversity, builds on strengths found in differences and seeks to encourage growth in all members of the team.
  

Consequence of Error/Judgement

This position is responsible for providing effective recruitment advising services and delivering accurate information about degree programs and admission to the University’s undergraduate faculties. The dissemination of inaccurate information, exercise of poor judgment, without due tact and sensitivity would result in the loss of confidence in UBC by the student, the student’s parents/guardians and guidance counsellors and could jeopardize the school’s relationship with UBC. Poor performance in carrying out advising services would damage the University’s reputation. Advising students, parents/guardians, agents, guidance counsellors, and others incorrectly could have serious and costly consequences for the prospective student. Inability to plan and carry out activities in a well-organized and professional manner could result in lost opportunities and cost overruns. Poor performance would reflect negatively not only on the ISI, but on the University as a whole and would deter Canadian and international students from choosing UBC thus jeopardizing the University’s ability to meet its domestic and international student enrolment objectives.

Supervision Received

Works independently without direct supervision but within established guidelines, in close consultation with the Welcome Centre Advising Coordinator. Works closely and cooperatively with the other recruiters and advisors assigned to the team, as well as with other staff in the ISI and Enrolment Services and within the University to meet the goals and objectives of the International Student Initiative and Student Recruitment and Advising. Position is subject to annual performance reviews.

Supervision Given

May provide supervision to student or temporary staff. Participates in the hiring, training and supervision of other staff as needed. May assist in the training of other new staff members who join the team.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of one to two 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

Education/Work Experience

• A sound knowledge of university admission criteria, services and resources for Canadian and international students.
• Knowledge of major secondary educational systems would be an asset, including provinces in Canada, British patterned, US, IB, and other systems.
• Lived international experience preferred.
• Experience in a post-secondary education setting preferred.
• Demonstrated accuracy and attention to detail, especially when working under pressure to meet deadlines.
• Experience in student advising and delivering presentations preferred.
• Previous experience with Student Information Systems or other enterprise database solutions and customer relationship management systems preferred.
• Experience applying technology to improve student and or client services an asset.

Performance competencies and criteria:

• Demonstrated ability to communicate effectively orally and in writing.
• Demonstrated ability to perform effectively in public-speaking roles.
• Demonstrated ability to work effectively as a member of a team.
• Ability to take initiative and exercise resourcefulness.
• Demonstrated time management skills with the ability to effectively prioritize, multi-task and organize work.
• Be resourceful and able to analyze problems, identify key information and issues and propose effective solutions.
• Demonstrated ability to independently exercise appropriate 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 and diplomacy skills as well as strong intercultural communication skills.
• Ability to employ tact and diplomacy in all interactions.
• Demonstrated ability to effectively communicate and interact with empathy, understanding and respect of diverse and divergent perspectives and behaviours.
• Nuanced appreciation of how historic forms of prejudice and oppression (racism, sexism, colonialism, etc.) shape the everyday experiences of people in workplaces as well as students in learning environments.
• Excellent interpersonal skills and ability to navigate difficult and complex conversations with students, faculty, and staff.
• Ability to collaborate across difference and work through conflict.
• Actively seeks to understand the climate of reconciliation in Canada and at UBC and its relationship with UBC’s commitment to inclusion.
• Ability to employ tact and diplomacy in all interactions.
• Proficiency in using Microsoft Word, Excel, Outlook, and other standard office software required.
• Ability to work early mornings, evenings, and weekends.