Academic Support Assistant

University of British Columbia; Vancouver; On-site; CAD 50,000 - 51,000; Full time

Job summary

University of British Columbia's SAS Support unit seeks an Academic Support Assistant to provide administrative support for Graduate and Postdoctoral Studies. You will handle admissions documents, official records, and front‑desk duties in a welcoming, professional reception environment.

The role supports application, registration, academic progression, and graduation processes, and may assist the Academic Support Management team and the Assistant Dean with various letters and communications.

Responsibilities

• Responsible for scanning and uploading transcripts and student records to the SITSeVision system.
• Photocopies 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 Graduate Program Staff and Graduate Advisor email listservs.
• Trains work study students in document scanning processes and records filing, and ensures for accuracy.
• 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.
• Back‑up support for Deans Office incoming mail distribution and outgoing mail dispatch.

Job description

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

Posting End Date
October 20, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date
Ongoing

Please provide a cover letter as part of your application as applications without a cover letter will not be considered.

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

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, and applicants.

Work Performed

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.