Graduate Academic Assistant

University of British Columbia; Vancouver; On-site; CAD 30,000 - 60,000; Part time

Job summary

A major educational institution in Canada is seeking a Graduate Academic Assistant to support archival projects in the Department of Medicine. The role involves conducting records surveys, improving workflows, and assisting with the management of records. Ideal for graduate students in Archival Studies or Library Science, this position offers hands-on experience and the opportunity to enhance communication skills in a professional environment.

Qualifications

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.
• Willingness to respect diverse perspectives.

Responsibilities

• Conduct a records survey to identify types of records.
• Collaborate with staff to improve records management workflows.
• Assist with organizing physical and electronic records.
• Conduct quality checks for records storage and categorization.

Skills

Attention to detail

Good oral and written communication skills

Organizational skills

Ability to work in a team environment

Education

Graduate student enrolled in Archival Studies or Library Science

Tools

Computer programs knowledge

Job description

Student (JFG)

Job Category: Student Employee Job Profile Student Hourly – Graduate Academic Assistant

Job Title: Graduate Academic Assistant

Department: Research and Experimental Medicine Support | Department of Medicine | Faculty of Medicine

Compensation Range: See details below.

Posting End Date: November 25, 2025; Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date: August 31, 2026

Salary: $25/hr, anticipated to work approximately 10-12 hours per week.

Job Description: 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.

Overview

The Records Archiving Assistant will be given the opportunity to apply their formal theoretical archival training and translate it to an active records environment. Records Management work at the University consists primarily of project-based efforts that the Records Management Office undertakes in partnership with departments and units.

The Records Archiving Assistant will be working in the Department of Medicine’s (DoM) Administrative Office, providing archival support to the Education, Research and Human Resources teams, and will be supported by the Records Management Office at UBC.

The Records Archiving Assistant will have the opportunity to learn about records management at UBC, take on the responsibility and ownership of key elements of project deliverables, especially within records governance documentation and delivery of workshops. This position will give the student supervised and supported hands‑on experience in developing project plans, unit-level file plans, security matrices, scanning protocols and naming conventions helping the student transition from the student setting to a professional work environment. We will also ask the student to give a short presentation and/or workshop for the unit and write a blog entry of the work on the Records Management website. This will be an excellent opportunity for the student to improve the scope of their communication skills by organizing and presenting material for different audiences and different communication channels.

Organizational Status

The Department of Medicine is the largest department in the Faculty of Medicine and at UBC. The Department has the largest tertiary care oversight throughout its 18 divisions who are also engaged in teaching and research.

This position will report to Barbara Towell, E‑Records Manager, from UBC Digital Programs and Services and Stefanie Cheah, Sr. Research Manager at DoM. This position will regularly interact with staff within the Department of Medicine’s administrative team.

The Department of Medicine’s Administration Office is located in the Diamond Health Care Centre (DHCC) at the VGH Hospital site. This position may be required to travel to other hospital sites depending on where physical records are held.

Work Performed

• Conducts a records survey to identify types of records currently in the Department of Medicine
• Collaborates with staff to improve records management workflows, identifies areas of concern and opportunities for efficiency
• Assists with organizing and filing physical and electronic records in accordance with UBC Records Management policies and retention schedules
• Conducts quality checks to ensure records are appropriately stored and correctly categorized
• Scans paper documents and converts them into digital formats for filing electronically, including appropriate file naming
• Supports the disposition process by identifying records eligible for destruction or transfer, and preparing them for secure disposal or archiving
• Performs general clerical duties such as photocopying, data entry, and organizing storage areas
• Creates specific guidelines on Records Management and presentation for the Department of Medicine staff
• Creates a summary report of scope of work at the end of the project

Consequence of Error / Judgement

This position requires a high level of accuracy and organization. Incorrect archival procedures as it relates to the University’s Archival and Retention policies would have a serious impact on the Department and University. This position also requires a high level of tact, discretion and confidentiality. Exercising judgment and initiative is required to ensure the preservation of the University’s records.

Supervision Received

Reports to the e‑Records Manager and Sr. Research Manager. The Records Archiving Assistant will participate in weekly meetings with the e‑Records Manager to discuss progress and challenges as well as potential issues that arise in the work setting.

Supervision Given

None.

Minimum Qualifications

• 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

• Graduate student enrolled in Archival Studies or Library Science program at UBC iSchool
• Knowledge of basic archival and records management principles, and a genuine interest in records management
• Experience with a variety of computer programs
• Good organizational and time management skills
• Attention to detail
• Good oral and written communication skillsThe ability to work in a team environment
• Previous records management, archives, or administration experience is an asset but not necessary, as job training will be provided