Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level B

Job Title

Welcome Centre Advising Coordinator

Department

On Campus Student Recruitment | International Student Initiative

Compensation Range

$6,747.50 - $9,701.42 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

January 11, 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
The Welcome Centre Advising Coordinator is responsible for the oversight and management of comprehensive student recruitment advising functions for the Welcome Centre and ISI Client Services team in order to support the successful delivery of effective and innovative front-line recruitment advising and to prospective domestic and international audiences.

The Welcome Centre Advising Coordinator is responsible for ensuring the proactive and innovative advising services are recruitment-focused, responsive to a highly competitive and constantly changing marketplace and effectively support the recruitment of domestic and international students to the university.

The incumbent provides leadership to advising staff, within the Welcome Centre and ISI Client Services teams, setting unit-wide service standards, developing training and performance frameworks, and ensuring the consistent application of advising best practices across multiple teams. The role requires advanced relationship-building and consultation skills, working extensively with academic and administrative partners across the University to harmonize advising practices, support cross-unit coordination, and facilitate the resolution of issues that impact prospective student recruitment and advising.

As UBC strives for ethical and sustainable recruitment, the advising services are customized to the individual—requiring interpretation, judgement, and consideration of many factors both UBC-based as well as the individual’s unique circumstances, in order to provide advice and guidance in the best interest of the student.

The work performed is embedded within the broader mandate of International Student Initiative (ISI) and is performed in support of the ISI’s enterprise-wide mandate to meet the Faculties’ international 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 including occasional Saturdays.

Organizational Status
Reports to the Manager, On-Campus Recruitment in terms of overall strategy. Works collaboratively with members of other ISI recruitment teams. Works closely and collaboratively with other units in Enrolment Services, particularly the domestically-focused Student Recruitment and Advising team, the Undergraduate Admissions team, and the Student Support and Advising team; as well as staff in other advising units on campus, particularly the International Student Advising team and advisors within Faculties.

Work Performed
Major Responsibilities

1. Program Management – Develops and implements innovative recruiting and advising programs

• Designs and governs Welcome Centre business processes and advising frameworks, exercises judgement in re-designing existing programs and services in the face of complex, diverse, changing, and uncertain landscape of student behaviour and higher education recruitment.
• Adeptly and effectively works across ISI teams as well as various UBC partners to solicit buy-in, manage change, coordinate efforts, and ensure compliance across various stakeholder requirements and constraints.
• Develops and maintains strong partnerships with departments across the university to ensure that advising information is accurate and up to date, and to foster accurate and timely referrals.

1. Staff Management – Supervises the Welcome Centre and ISI Client Services team to provide operational excellence in front-line advising services

• Directly supervises and oversees Associate Prospective Student Advisors, Associate International Student Advisors, and student employees, creating a high-performance, service-oriented, and highly-engaged team that delivers outstanding front-line advising service to prospective students, applicants, and new students transitioning to UBC; indirectly coordinates peers (associate/ recruiters, managers, directors) to ensure external stakeholders receive a consistent and high-quality level of customer service.
• Oversees operational planning for the Welcome Centre and ISI Client Services teams; recruits, onboards, conducts performance reviews, and coaches staff as well as developing training programs and providing professional development opportunities for team.
• Develops and manages hiring and retention program for staff.
• Establishes KSIs, identifies systemic issues, and evaluates Welcome Centre performance through advanced qualitative and quantitative analysis

1. Recruitment & Advising Services – Provides effective services to domestic and international audiences

• Applies in-depth knowledge and understanding of complex requirements and admissions policies, as well as knowledge of foreign credentials, international documentation and different countries’ educational systems, in responding appropriately to inquiries. Provides students seeking admission to the University with preliminary advice on the likely admissibility or non-admissibility to their choice of program, based on the student’s current level of schooling and course work. Dealing with the latter requires tact, cultural sensitivity and discretion, and includes offering students who do not currently meet UBC admission criteria advice on what they can do to prepare themselves academically for future admission to the University.

• Provides oversight of advising service delivery across all channels (such as email, phones, in-person, social media, live chat), handling escalated inquiries requiring a nuanced judgement and approach from the different mediums.

• Oversees the delivery of advising services for prospective international students and their families visiting the campus and provides direct consultation on complex or exceptional scenarios to students and families participating in the Campus Tours program.

1. Technology and Other services

• Works proficiently with the Admissions Application Portal, Applicant Student Centre, and Workday student to accurately and effectively respond to inquiries and recruit students to UBC. Ensures technological workflows support ISI’s advising needs and recruitment strategy.

• Leverages the CRM system (Salesforce and Marketing Cloud) to interpret analytics, develop insights and oversee advising/program improvements; provides recommendations to senior leadership on strategic development and collaborations.

• Works proficiently with the Admissions Application Portal, Applicant Student Centre, and Workday student to accurately and effectively respond to inquiries and recruit students to UBC. Ensures technological workflows support ISI’s advising needs and recruitment strategy.

• 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.

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 and school counselors and could jeopardize the school’s relationship with UBC. Poor performance in carrying out recruitment and advising services would damage the University’s reputation abroad and at home. Advising students, 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 international students from choosing UBC thus jeopardizing the University’s ability to meet its international student enrolment objectives. Lack of judgment in managing a student-facing team can have negative consequences not only for the team members, but also for the reputation of the university as this team engages with prospective domestic and international students and their supporters.

Supervision Received
Works with considerable autonomy but within established guidelines, in consultation with the Manager, On-Campus Recruitment. Works closely and cooperatively with the other advisors assigned to the team, as well as with other staff in the ISI and Enrolment Services and within the University to meet the university’s domestic and international undergraduate student enrolment goals. Position is subject to annual performance reviews.

Supervision Given
Provides supervision to Associate Prospective Student Advisors, Associate International Student Advisors, and student employees. Participates in the hiring, training and supervision of other staff as needed. Conducts performance reviews for staff and oversees in the training of other new staff members who join the team.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of four to five 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

• Experience hiring, training, and supervising staff.
• Experience in a post-secondary education setting.
• Experience working both independently and on cross-functional teams.
• 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.
• Demonstrated accuracy and attention to detail, especially when working under pressure to meet deadlines.
• Experience in student advising 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:

• Exceptional skills required: oral, listening, and written communication, judgement, interpersonal and diplomacy skills, cross-cultural sensitivity, organizational skills, attention to detail, time management, ability to effectively prioritize, multi-task and organize work, and technical proficiency in standard Microsoft Office suite. Advanced level of Excel preferred.

• Ability to take initiative and 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.

• Ability to handle sensitive and confidential information with tact, discretion, and professionalism

• Proven ability to use an inclusive approach to develop and cultivate relationships with students, faculty, staff and members of the external community.

• 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 communicate in an additional language preferred.

• Ability to work some early mornings, evenings, and weekends.