Academic Support Assistant

University of British Columbia; Electoral Area A; On-site; CAD 50,000 - 51,000; Full time

Job summary

The University of British Columbia invites applications for an Academic Support Assistant in the Dean's Office, Faculty of Graduate and Postdoctoral Studies. The role focuses on maintaining a welcoming front desk, handling admissions documents, and providing essential administrative support for graduate programs and staff.

Responsibilities include processing transcripts and student records, responding to inquiries, and assisting with FOI-related requests, with emphasis on accuracy,

Qualifications

• High school graduation, plus one year of related training, plus two years of related experience.
• Experience with general office procedures and practices is preferred.
• Strong English communication skills (oral and written).
• Familiarity with the University Counsel Office requests under FOI Act is a plus.

Responsibilities

• Handle admissions documents: scanning, naming, uploading to SITSeVision; verify documents.
• Respond to applicant inquiries and direct to appropriate staff.
• Provide front-counter coverage and greet visitors in a welcoming, professional manner.
• Assist with general office administration and support special projects.

Skills

Communication skills

Organization

Teamwork

Attention to detail

Education

High school graduation; related training

Tools

SISC

Microsoft Office

Job description

Job Title and Details

Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Front Counter 2 (Gr3) Job Title Academic Support Assistant Department SAS Support 1 | Student Academic Services | Dean's Office, Faculty of Graduate and Postdoctoral Studies

Compensation Range $4,464.00 - $4,578.00 CAD Monthly

Job End Date Ongoing

Job Description Summary

The Academic Support unit serves over 10,000 current graduate students and oversees over 4,500 offers of admission and 3,500 records changes for graduate students each year. The unit also provides support for application, registration, academic progression, and graduation. The Academic Support Assistant provides administrative support for these functions of the Academic Support unit, and receives, verifies, distributes, scans, names, and files (electronically and on paper) official documentation for applicants and current students; generates manual records letters as needed; answers or redirects general and complex applicant inquiries; responds to requests for Faculty-held student documents. The position may also give some limited general administrative support to the Academic Support Management team and the Assistant Dean. The position also provides scheduled front-counter coverage, receiving and welcoming visitors, responding to basic inquiries, and directing students, applicants, faculty, staff, and other visitors to the appropriate staff member or resource. The position is located at the reception area and is expected to contribute to a warm, welcoming, and professional environment for visitors to the unit.

Organizational Status

Reports to an Academic Support Manager. Independently communicates and works with all Academic Support Managers and staff. Has contact with faculty, staff, students, and applicants.

Work Performed

Under the general direction of the Academic Support Managers, the Academic Support Assistant performs work duties in three categories:

Document Management 60%

Responsible for the crucial process of handling and directing incoming admissions documents, including scanning, naming and uploading transcripts and student records to the admission business system (SITSeVision). Photocopies original documents and prepares requests for verification by other institutions or referees as directed by Academic Support Managers. Responsible for documenting suspected fraud in academic documentation, and bringing instances to the attention of the Academic Support Managers. Assists graduate program offices seeking confirmation of official documents for admissions and awards purposes. Files various records documentation for current students in both electronic and paper formats. Responsible for archive of academic documents and overviews by country and/or institution regarding the admission process. Responds to or redirects e-mails from applicants and newly admitted students. Prepares letters from templates under direction from Academic Support Managers. Updates records letter templates when directed by Academic Support Managers. Responds to requests from the University Counsel Office for student documents requested under the Freedom of Information Act. Updates Graduate Program Staff and Graduate Advisor email listservs. Trains work study students in document scanning processes and records filing, and ensures for accuracy.

Administration – General Office 40%

Provides scheduled front-counter coverage during designated days and hours, receiving and welcoming students, applicants, faculty, staff, and other visitors to Graduate and Postdoctoral Studies. Responds to basic inquiries at the front counter and provides information within the scope of the position, redirecting more complex or specialized inquiries to the appropriate Academic Support staff member, Graduate Program Office, or other unit. Creates and maintains a warm, welcoming, and professional reception environment, including ensuring visitors are acknowledged and assisted in a timely and courteous manner. Serves as an initial point of contact for visitors arriving at the reception area and assists with directing visitors to appropriate offices, staff, or services. Responds to or redirects e-mails from applicants and newly admitted students. Prepares letters from templates under direction from Academic Support Managers. Back-up support for Deans Office incoming mail distribution and outgoing mail dispatch. Responds to requests from the University Counsel Office for student documents requested under the Freedom of Information Act. Updates Graduate Program Staff and Graduate Advisor email listservs. Follows up with graduate program staff and students upon receipt of returned mail. Updates records letter templates when directed by Academic Support Managers. Provides general administrative support to Academic Support Managers. Provides clerical support to special projects within the unit. Will share coordination and contact duties for meetings with graduate program staff and faculty members. Support for general office administration for the Faculty of Graduate and Postdoctoral Studies. Support for ordering and maintaining office supplies and engagement with external vendors. Provides orientation to temporary or new staff in this position. Handles other duties as assigned commensurate with the skills and duties of the position.

Consequence of Error/Judgement

Job duties are based on guidelines as clearly defined in the Policy & Procedures of the Faculty of Graduate and Postdoctoral Studies. Errors in procedures may result in the loss or inaccurate scanning of admissions documents which may result in delay or loss of a student accepting offer of acceptance. This could also damage relationships with graduate program offices and faculty members. Errors in guidance to visitors to the Dean s office or re-direction of callers to incorrect staff members would result in applicant or student problems not being resolved in a correct or timely manner. Any errors and/or omissions in judgment could seriously undermine the roles, responsibilities and effectiveness of The Dean and/or the Faculty of Graduate and Postdoctoral Studies.

Supervision Received

Works under the direction of the Academic Support Managers and may receive direction from the Associate Director of Student Academic Services or the Director of Academic Support for administrative support.

Supervision Given

Oversees Work Study students in scanning, filing, photocopying of documentation; assembly and dispatch of outgoing mail.

Minimum Qualifications

High school graduation, plus one year of related training, plus 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

High School graduation and one year of related training. Training in general office procedures and practices.2 years relevant experience or the equivalent combination of education and experience. Minimum two years of related experience or one year of relevant UBC experience. Strong SISC familiarity and Microsoft Office skills preferred. High level of accuracy and efficiency required in managing extremely high volumes of scanned admissions documents, maintaining files, and distributing incoming mail and preparing outgoing mail. Strong organizational ability, including ability to prioritize work, meet deadlines and detail oriented. Ability to work under pressure and handle a heavy workload during peak periods, and to exercise diplomacy in dealing with graduate program offices and distressed students. Excellent oral and written communication skills and an excellent command of the English Language. Ability to type 50 wpm and effectively use the standard range of office equipment. Ability to work well with others including faculty, staff, students and the general public. Must exercise discretion and treat information on a confidential basis.

About UBC

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [e-mail].