Global Engagement Office (GEO) - Associate Advisor

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Job Profile

Job Title

Department

Compensation Range

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

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

Job End Date

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

The Global Engagement Office (GEO) is responsible for providing leadership, opportunities, and services that strengthen and enrich student learning at UBC. This position supports GEO staff to deliver high quality programming to new students. This position will provide exceptional program support and deliver several key programs within the scope of orientation and transition, including support across the planning and delivery of multiple Go Global programs, Intercultural Development Program, the International Career Focused programs and educational workshops. GEO is committed to understanding UBC students and their experiences, and to working collaboratively with partners to offer services that enhance student learning and engagement. This position will work collaboratively within GEO and other units within the AVP Student's portfolio, with campus partners and external agencies to deliver this mandate. This position advises, guides and supports current and prospective students and resolves complex queries from students, faculty, staff, partner universities, community organizations, and visitors to the unit. 

Organizational Status

This position works as a member of the GEO team. Reporting to the Assistant Director of Go Global, this position works closely and collaboratively with student staff and volunteers, and may provide leadership and management to volunteers on a number of projects and events.

Work Performed

Support the development, implementation, delivery and assessment of innovative programs by:

• Collaborating with colleagues and campus partners to identify and develop key orientation and transition programs that foster a sense of belonging and community for new students
• Liaising with new and incoming students to make them aware of new programming that will assist with their transition to university life. Responds to questions or queries regarding program information and offerings.
• Supporting program delivery by scheduling workshops, confirming space and maintaining participant tracking systems. Independently deliver workshops when required.
• Designing and implementing student surveys and other assessment initiatives and follows up with student participants to assess student learning outcomes and success.  Makes adjustments based on feedback for future surveys and assessment tools.
• Monitoring, reconciling and investigating fees, such as the Go Global, Visiting International Research and Global Seminar program fees.  Follows up and resolves inconsistencies to ensure accurate reporting.
• Providing logistical and promotional support for events and programs including developing and maintaining print- and web-based promotion of events of interest to students.
• Responds to inquiries, approves bookings according to agreed-upon guidelines, manages all information about building and equipment usage and maintenance, serves as primary liaison with user groups and student assistants. 
• Updating international program databases and maintaining and developing record keeping systems for office processes including student and partner files. 
• Registering UBC and incoming exchange students in UBC courses and creating new exchange codes as required.

Provide Advising Services:

• Provides accurate, timely, and sensitive assistance for students related to employment, student life, cultural adjustment, and other issues related to international student transition. 
• Triages student concerns providing advice and guidance and recommending appropriate resource information.
• Identifies students in crisis and acquire immediate support with the assistance of supervisors.
• Acts as 3rd party support for student interaction with internal stakeholders and external agencies.
• Provides general pre-arrival advice for students regarding extended medical coverage, insurance, transportation and housing.
• Supports students and student groups to develop and accomplish their goals and to support strategic initiatives
• Provides guidance and advice to staff and volunteers in determining a resolution or course of action to student concerns or challenges. 
• Updates and maintains OAMS database, Salesforce and Gateway databases and other advising systems ensuring accurate and timely record keeping.
• Composes and responds to lengthy and complex in-person, written, telephone and email correspondence with students, UBC units, and faculties. Information relayed requires extensive knowledge of UBC’s Go Global program, international learning programs and policies, Faculties, Enrolment Services, and student services at UBC (e.g. financial aid, awards, academic advising, enrollment services, counselling, career, health, disability resources, orientation, leadership and involvement opportunities, housing, athletics, U-Pass, iMed, etc.).
• Advises prospective and newly admitted international exchange and Visiting International Research students on registration, fees, and insurance, and supports students in managing their own registration and fee payment transactions with the University.
• Collates students' offer letters and registration packages, distributes them, and records details on the student's record. Runs reports and liaises with partner universities to identify missing documents or duplicates.

Foster an international and intercultural dimension within the University and the community at large by:

• Collaborates with internal stakeholders such as faculties, units within the AVP Student's portfolio, departments across the University as well as the external community such as schools and organizations to promote and respond to queries about international student services.
• Provides support to other GEO staff at UBC Okanagan to ensure ongoing seamless support and services for international students.
• Researches and provides information to AVP Students Project teams.
• Engages with a wide variety of stakeholders and works in a collaborative team approach to share ideas, information and concerns, participate in assessments and determine next steps.
• Performs other duties consistent with the mandate of the AVPS portfolio as requested.

Consequence of Error/Judgement
This position will be required to deal with unique situations requiring sound judgement, knowledge of and sensitivity to intercultural and international issues. Providing incomplete or inaccurate information to students can have a negative impact on UBC's ability to recruit and retain students and damage UBC's international reputation. Decisions require thorough knowledge of the guidelines, procedures and regulations and the ability to interpret and apply them to the work unit. All information must be accurate and provided in a respectful, timely and supportive way. Failure to provide service that meets these standards prevent students from successfully seeking experience internationally, could impact a students' ability to remain in Canada legally or access health care, could compromise the relationship of the Global Engagement Office, Go Global, and with the community and partner constituents or have a negative impact on both the public image of UBC, both locally and internationally. Lack of cross-cultural sensitivity can also cause serious misunderstanding and/or hardship for students, faculty and staff.

Supervision Received
Working under the general direction of the Assistant Director of Go Global, within the GEO team, and as a member of the AVPS Portfolio team.  This position acts with some autonomy and must exercise good judgment, decision making and innovation in working with students, faculty and staff. Ensure high impact decisions are discussed in advance with leadership.

Supervision Given
May supervise student staff directly and manage numerous volunteers on various projects. Responsible for developmental evaluation of student staff. May manage staff and be responsible for hire, discipline, evaluation and termination.

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

• Experience working directly with international students at the post-secondary level.
• Experience dealing with issues relating to international students and international education.
• Experience delivering workshops and programs in front of large groups
• Overseas or exchange work/study experience preferred.
• Knowledge of theories of cross-cultural communication and student development.
• Knowledge in designing and delivering educational workshops.
• Excellent interpersonal skills and cross-cultural sensitivity.
• Excellent computer skills and willingness to learn new systems.
• Excellent oral and written communication skills, including the ability to compose correspondence and reports using clear, concise business language.
• Ability to work effectively in teams and to develop effective working relationships with students, faculty, staff and community members.
• Ability to manage the complexity inherent within a multi-faceted work environment focused on broad outcomes for students.
• Ability to prioritize work and to meet deadlines. Proven ability to maintain accuracy and attention to detail
• Exercises good judgment, works sensitively with individual circumstances and communicates accurately with a highly diverse population.
• Normal office environment with heavy walk-in traffic. Volume increases during specific times of the year. Some evening and weekend work may be required for special events or during peak periods.