Academic Services Information Clerk

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

Job summary

UBC is seeking an Academic Services Information Clerk to support Admissions, Records and Awards in the Faculty of Graduate and Postdoctoral Studies. This role serves graduate students across 140+ programs, handling inquiries and processing complex information related to admissions, records, and graduations.

The position collaborates with department heads, graduate advisors, and SAS staff to ensure accurate, timely information and adherence to university policies and procedures.

Qualifications

• Experience with admissions, records and graduation processes preferred.
• Ability to interpret policies for graduate studies.

Responsibilities

• Admissions decisions and documentation evaluation for master's and doctoral programs.
• Manage records changes and graduation processing in the SISC system.

Job description

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Student Info Support 4 (Gr7)

Job Title

Academic Services Information Clerk

Department

SAS Support 3 | Student Academic Services | Dean's Office, Faculty of Graduate and Postdoctoral Studies

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

September 17, 2026

Job End Date

March 24, 2028

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

This is a leave replacement for a fixed term duration.

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 Description Summary

This is a multi-incumbent position along with the Sr. Information Clerk, each Information Clerk oversees an assigned portfolio. Responsible for complex Admissions, Records and Awards administration processes in the Faculty of Graduate and Postdoctoral Studies in support of 9,000 graduate students from over 140 (140) programs across UBC. Each Information Clerk is responsible for a portfolio of approx. 20% of this total.

Information Clerks need to establish strong working relationships with their assigned programs. These positions serve as primary information / resource (content/knowledge) contacts for Department Heads, Graduate Advisors (faculty members), Graduate Program Staff, graduate students and prospective students. Responding to complex queries, providing advice, and making recommendations on the Policies and Procedures of the Faculty of Graduate and Postdoctoral Studies, including but not limited to: applications, evaluation of academic documents (from both foreign and domestic institutions), admission eligibility requirements, Records, Graduation and merit-based Graduate Awards and Scholarships.

Organizational Status

These positions report to the Student Academic Support (SAS) Managers. They have ongoing, independent contact with the Director and Associate Director of Student Academic Support, Department Heads, Graduate Advisors, and Graduate Program Staff and students. Independently communicate and work with the Business and Systems Manager, Manager of Graduate Awards, Awards staff, other SAS support staff and Doctoral Examinations staff, as well as with staff from Enrolment Services, and Exchange Program Office.

Work Performed

Admissions 40%

• 1. Makes admissions decisions based on detailed evaluation of recommendations for admission to Master s and Doctoral programs from Graduate Programs. This includes detailed analysis of North American and international college and university undergraduate and graduate degree transcripts according to established guidelines to determine admission eligibility. Ensures Recommendation for Admission data and file are complete, checking for and requesting from Graduate Programs required documents such test scores, proof of immigration status, reference letters.
• 2. Forwards inadmissible decisions for admission with detailed rationale for their decision to the SAS Managers or Associate Director for secondary review to ensure consistency in application of policy across all portfolios. Responds to queries from students, who may be angry or upset, who have been denied admission on options to improve their chances for future admission
• 3. Monitors status and communicates with Graduate Programs regarding nature of outstanding admission and graduation requirements on an ongoing basis. Upon receipt of required academic documents, updates Admission System to remove conditions of admission. Ensures that the final admission status is electronically triggered over to the SISC system.
• 4. Checks eligibility for UBC students requesting permission to attend Canadian and International universities on various student exchange agreements. Adjudicates applications from visiting students to UBC from other Canadian Universities on various exchange agreements.
• 5. Generates acceptance letters, providing detailed admission and biographical data.
• 6. Liaises with administrative staff at other academic institutions to facilitate student approvals for exchange/credit etc.

Records and Graduation 30%

• 1. Makes Records decision based on consistency with Policy or regulation when processing requests for amendments to graduate student records on Student Information Service Centre (SISC) (includes adding/dropping courses, change of grades, removal of registration blocks, minor financial correction of student fees, transfer of programs, transfer of credits, permission for graduate students to teach courses, leave of absence, extension of maximum time period in which to complete