Enrolment Services Coordinator

ubc; Vancouver; On-site; CAD 51,000 - 54,000; Full time

Job summary

Enrolment Services Coordinator at UBC Vancouver supports a wide range of Student Records Management processes to ensure critical university functions like registration and graduation run smoothly. The role works cross-functionally across the Student Records Management portfolio and handles responsibilities in graduation, registration, transcript production and academic record support.

The position reports to the Team Lead, Student Records Management and collaborates with ESAs and other ES staff

Responsibilities

• Assists with complex student files: investigates, analyzes data, interprets policies, summarizes findings, makes recommendations
• Attends meetings and consultations with ESAs and/or other ES managers where appropriate
• Assists and provides recommendations on improving departments and university policies, procedures and website information
• Performs various transactions and updates in student information systems, ensuring accuracy of data and correcting errors
• Updates and maintains the ES knowledge base to ensure content remains relevant and up to date
• Participates in identifying processes and systems that require improvement. Documents and maps current business processes, assists with process analysis and measurement, and makes recommendations for process improvements
• Interprets University and Student Services publications, policies and procedures in order to make recommendations to resolve student problems or issues or to improve ES business processes
• Applies knowledge of applicable legislation and external regulations in making decisions and recommendations as appropriate
• Conducts research on industry standards and best practices in higher education
• Develops, implements and maintains administrative procedures and systems, including filing and scanning various student record documents
• Triages student e-mails, forwarding e-mails to the appropriate areas and responds where appropriate
• Delivers presentations and co-facilitates training sessions as a subject-matter expert.
• Coordinates and manage Tivoli requests for SIS Jobs Support
• Orders and maintains office and departmental supplies
• Performs other duties as related to the qualifications and requirements of the job
• Processes change of registration, change of grades, supplemental practicum forms, reviews of assigned standing, and registration requests
• Triages registration requests from faculties/departments and ESAs during regular university wide registration periods
• Troubleshoots and supports the student registration periods twice a year for over 50,000 students
• Coordinates and register Cross-Campus Applicants
• Creates up to 500 Medical Resident student profiles in Workday and registers up to 900 Medical Residents each year
• Supports the process of the annual production of student tax forms and coordinates with Canada Revenue Agency to regularly upload students’ tax forms to CRA to ensure data accuracy in the event of registration changes
• Creates letters of enrollment for students completing their medical residencies
• Processes transcript orders and course description requests from students, departments, faculties, and external parties
• Liaises with various external and internal stakeholders including IT Services, X

Job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Student Info Support 4 (Gr7)

Job Title

Enrolment Services Coordinator

Department

Support | Student Records Management | Student Records and Scheduling | Enrolment Services

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

September 28, 2026

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

Job End Date

March 31, 2029

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 Enrolment Services Coordinator (ESC) is an enrolment services support position that provides support to a wide range of Student Records Management processes, ensuring that critical University functions are supported such as registration and graduation.

The ESC works cross-functionally to provide support throughout the Student Records Management portfolio. Each ESC is assigned a primary functional area and is cross-trained to provide backup support for other functional areas in the Student Records Management portfolio, ensuring student service excellence and subject-matter expertise in each area of responsibility. Functional areas include: graduation, registration, transcript production and academic record support (grades, degree audit).

The ESC uses their broad-based knowledge and understanding of registrarial processes to support internal and external stakeholders, as well as provides general administrative support.

Organizational Status

The ESC reports directly to the Team Lead, Student Records Management, and may have functional accountability to other ES Managers. The ESC works closely with other ESCs; and works collaboratively with and in support of Enrolment Services Advisors (ESAs) and other staff across the ES organization. The ESC represents ES on teams, committees and working groups internal and external to ES.

Work Performed

• Assists with complex student files including investigating, analyzing and interpreting facts, policies, regulations, procedures; summarizing findings; and making recommendations
• Attends meetings and consultations with ESAs and/or other ES managers where appropriate
• Assists and provides recommendations on improving departments and university policies, procedures and website information
• Performs various transactions and updates in student information systems, ensuring accuracy of data and correcting errors
• Updates and maintains the ES knowledge base to ensure content remains relevant and up to date
• Participates in identifying processes and systems that require improvement. Documents and maps current business processes, assists with process analysis and measurement, and makes recommendations for process improvements
• Interprets University and Student Services publications, policies and procedures in order to make recommendations to resolve student problems or issues or to improve ES business processes
• Applies knowledge of applicable legislation and external regulations in making decisions and recommendations as appropriate
• Conducts research on industry standards and best practices in higher education
• Develops, implements and maintains administrative procedures and systems, including filing and scanning various student record documents
• Triages student e-mails, forwarding e-mails to the appropriate areas and responds where appropriate
• Delivers presentations and co-facilitates training sessions as a subject-matter expert.
• Coordinates and manage Tivoli requests for SIS Jobs Support
• Orders and maintains office and departmental supplies
• Performs other duties as related to the qualifications and requirements of the job

Registration Support

• Processes change of registration, change of grades, supplemental practicum forms, reviews of assigned standing, and registration requests
• Triages registration requests from faculties/departments and ESAs during regular university wide registration periods
• Troubleshoots and supports the student registration periods twice a year for over 50,000 students
• Coordinates and register Cross-Campus Applicants
• Creates up to 500 Medical Resident student profiles in Workday and registers up to 900 Medical Residents each year
• Supports the process of the annual production of student tax forms and coordinates with Canada Revenue Agency to regularly upload students’ tax forms to CRA to ensure data accuracy in the event of registration changes
• Creates letters of enrollment for students completing their medical residencies

Academic Record Suppor t

• Processes transcript orders and course description requests from students, departments, faculties, and external parties
• Liaises with various external and internal stakeholders including IT Services, X