Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Student Management, Level B

Job Title
Enrolment Services Advisor

Department
Enrolment Services Advisors 3 | Student Support and Advising | Enrolment Services

Compensation Range
$6,949.92 - $9,992.50 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
July 26, 2026

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

Job End Date

Ongoing

 

This posting is for 3 vacancies

Job Description Summary

The Enrolment Service Advisor (ESA) is an advising specialist who is a highly visible representative of Enrolment Services (ES) and the University.



Each ESA is assigned a portfolio of 900-1100 students and is responsible for guiding those students throughout their entire student experience. The ESA provides professional advice for students (international and domestic) across ES areas of responsibility, including: student financial support, admission, domestic student recruitment, tuition, fee assessment and collection, student records, registration, and transfer credit. With AESAs, ESAs also support up to approximately 25,000 prospective domestic students, annually.



The ESA plays a leadership role in the design, delivery, and evaluation of ES student service programs and makes strategic recommendations on the establishment of service standards. The ESA is part of a network of advising and service professionals that collectively contribute to UBC s exceptional learning environment. ESAs support: undergraduate, graduate, post-baccalaureate, visiting, and prospective students, and alumni.

Organizational Status

The ESA reports to the Associate Director, Enrolment Services. The ESA works closely with AESAs, other ESAs and academic and student affairs professionals at the University, including other staff in Enrolment Services, the Provost & VP, Academic Portfolio (Go Global, International Student Initiative, etc.), the academic faculties and the Vice-President, Students portfolio (International Student Development, Counselling Services, etc.). The ESA represents ES on teams, committees, and working groups internal and external to ES, including government and agency committees. The ESA assists in hiring and training student employees.

Work Performed

The ESA uses in-depth knowledge and understanding of all areas of the registrarial profession to design, deliver, and evaluate enrolment services in order to support the success, personal development and financial wellness of current students as well as prospective undergraduate students. ESAs are responsible for student advising and project management in all areas of the registrarial profession including financial aid and financial wellness, tuition and fees, records and registration, admissions and recruitment.



The ESA requires a wide understanding of this multi-faceted regulatory environment to advise each individual student in context. The ESA uses knowledge of systems, policies, regulations, and guidelines and exercises professional judgment to solve unusual and complex problems that cross organizational boundaries. The ESA develops, manages and leverages relationships and strategic partnerships to effectively resolve student issues, streamline processes and complete projects.



STUDENT ADVISING



Financial Advising



ESAs are the primary financial advisors for all student financial related matters at the University - this includes undergraduate, graduate and professional students. The complex application and administration of Canadian and US government student loans in addition to managing student finances is one of the greatest sources of stress for students. ESAs proactively advise students on how to navigate individual provincial and federal policies to ensure they are properly funded for their educational pursuits. Advising appointments of a financial nature are typically on-going for the entire length of study, highly situational with very little precedent to follow and students are often very anxious and require holistic advising as multiple factors impact student financial wellbeing. ESAs support students who face challenges paying their tuition and fees, experience unplanned shortfalls or have an exceptional situation.



* Provides professional advice to students (and others as authorized by the student under applicable policy and legislation) across all areas of student finances with focus on provincial and federal student loans, bursaries and grants.

* Advises students concerning all provincial and federal student loan appeals and reassessments.

* Advises students on financial planning such as scholarships, bursaries, student loans, student bank loans and student lines of credit and making the maximum use of available student financial programs and other supports.

* Develops financial strategies that incorporate University policy and support students on the various financial assistance options available in order to develop a spending plan to finance their University education.

* Participates as an active member on Canadian financial associations and help to influence and develop current and future policies to positively impact students. Works with the Ministry of Advanced Education, Skills and Training in BC and other provincial ministries, where necessary.

* Adjudicates exceptional cases and approves monetary assistance in the form of emergency funding and UBC loans for students with exceptional circumstances. These can be highly emotional situations where students are experiencing severe financial difficulty that impacts their success and standing within the University.

* Adjudicates requests for exceptions and extensions, including lifting financial holds in accordance with Enrolment Services and University policy. Consequences of this decision could affect students ability to graduate and for international students this may also impact immigration eligibility.

* Advises students with respect to financial hold and other policies related to tuition fee assessment and collection. Evaluates fee assessment and collection policies and makes recommendations for changes.

* Proactively identifies students at risk or in crisis and connects students with resources and supports as appropriate, including engaging the University s Early Alert System. ESAs often partner with other campus partners to conduct joint advising appointments as academic decisions can impact student financial policies.

* Conducts research and partners with Faculties with respect to financial support for their students. Develops and evaluates the effectiveness of programs, makes recommendations for changes and advocates for student financial wellness.

* Designs, delivers, and evaluates tools and communications programs that enhance student understanding of tuition and other fees, and supports student financial planning.



Prospective Student Advising and Recruitment



ESAs work closely with Associate Directors and staff in Undergraduate Admissions and Student Recruitment & Advising to develop and deliver services to prospective students. ESAs are the primary point of contact for prospective student inquiries about undergraduate admissions. Applying tactful and supportive advising within the University s policy framework in mind is required when students are at the cross roads in their education.



* Advises prospective students, their parents and counselors on undergraduate programs choices across both campuses, ensuring accurate, student-focused and effective delivery of information and key institutional messaging.

* Advises prospective students on admission criteria, changing policies and processes, prerequisites, transfer credit and educational options as they relate to applications for admission

* Investigates and communciates with applicants to resolve complex issues, working closely with other units (eg. Admissions, International Student Initiative) to recommend and resolve often sensitive issues relating to admissibility and University regulations.

* Advises unsuccessful applicants of alternative pathways to post-secondary education and supports families in understanding available options.

* Assesses whether an unsuccessful applicant might successfully appeal an admissions decision and offers guidance where appropriate.

* In partnership with Student Recruitment unit, delivers programming and events for prospective domestic students, parents, school counselors, and others.

* Develops, delivers, and evaluates communications programming in support of student recruitment activities.

* Advises and provides outreach to prospective Aboriginal students, school counselors and community members

* Evaluates applicant personal profiles as part of the University s broader based admissions process, may also evaluate other components of applications for admission.



Advising Students at Risk



Enrolment Services Professionals identify students at risk or in crisis and create an environment in which those students are able to acknowledge difficulties and seek further help. Once a student is identified as at-risk, the ESA intervenes by connecting that student with resources and supports as appropriate, including engaging the University s Early Alert system.



* Anticipates student needs, responds to student requests, and offers subject-matter expertise and professional advice, providing recommendations extending beyond a student s presenting request.

* Makes referrals where appropriate.

* Work with other units to develop programs to support student transition to university and other student development initiatives.



General Campus Advising



* Advises students (and others as authorized by the student under applicable policy and legislation) across all areas supported by Enrolment Services.

* Anticipates student needs, proactively responds to student requests and offers subject-matter expertise and advising support, providing recommendations and support extending beyond a student s presenting request, through direct cohort support and the use of analytical tools and statistics.

* As active members of the advising team at the university, coaches students toward independence and self-direction and maintains up-to-date knowledge of best practices and current advising theories in the field.

* Develops and implements protocols to capture and manage information about sensitive advisory interactions with students using best practices and sound knowledge of applicable privacy policy and legislation.

* Makes and receives student referrals, when appropriate, between other advisors and/or student service professionals. Follows up to ensure referral accuracy, as appropriate.



AWARD MANAGEMENT AND ADJUDICATION



ESAs oversee and monitor a complex portfolio of awards of varying amounts and adjudication processes. They are accountable for meeting award management targets and metrics, minimizing risks and for ensuring that stakeholders have the information and resources needed to perform their functions effectively.



The ESA will lead team members within and across departments/faculties to ensure awards are properly assessed and audited for eligibility. Accurate adjudication must be fairly and equitably evaluated within tight timelines to coordinate award offers with offers of admission to the university. ESAs liaise with relevant stakeholders, particularly with the Associate Director, Student Financial Services, various faculty advisors, Development Office and external award committees (e.g. Rhodes, Loran) to ensure appropriate award allocations. The ESA is the award manager and must set priorities and addresses risk within their portfolio to ensure UBC remains competitive and attracts top students.



Included in managing the awards portfolio is a strong focus on building capacity within the team and performing core duties, such as building reports and managing data in the awards management system for campus wide reports. The ESA identifies and institutes process improvements and best practices, and shares this information across campus award advisors, as part of the continuous improvement of the award management function.



* Provides guidance to new staff and identifies training needs to ensure award functions are implemented consistently across the campus.

* Reviews awards and practices, works with Associate Director regarding problems and risks, and takes the lead in researching disputes concerning appeals.

* Coordinates the process and provides data to support to various campu