Residence Administration Assistant

ubc; Kelowna; On-site; CAD 50,000 - 58,000; Full time

Job summary

UBC Okanagan is seeking a Residence Administration Assistant to manage housing contract offers and assignments, and maintain student financial accounts for housing and meal plans. This role serves students, parents, sponsorship agencies and SHCS staff, while providing project support for Student Housing and Community Services (SHCS).

Reporting to the Residence Administration Manager, SHCS, the position interacts with campus partners and sponsorship agencies, coordinating assignments, billing,

Responsibilities

• Coordinates Student Housing contract offer and assignment process by preparing online offers and assignments based on priority of student group and ensuring building capacities reach full potential year round.
• Maintains student housing and meal plan financial accounts by keeping accounts up to date, collecting fees, and reconciling balances.
• Provides customized service to students by advising options on housing and meal plans and referring to campus partners for information and advice.
• Delivers communications to residence community by composing batch emails, updating websites, and coordinating print materials.
• Supports other administrative duties including front desk coverage, petty cash reconciliation, and purchasing supplies.
• Performs other related duties as required.

Job description

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant 3

Job Title

Residence Administration Assistant

Department

UBCO | Accommodation | Housing and Conferences | Residence Administration

Compensation Range

$4,518.00 - $5,175.00 CAD Monthly

Posting End Date

September 20, 2026

Job End Date

Ongoing

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 Residence Administration Assistant is responsible for the student housing contract offer and assignment process, and maintaining student financial accounts for housing and meal plan. This position acts as a resource to students, parents, sponsorship agencies and UBC staff, while providing project support for Student Housing and Community Services (SHCS).

ORGANIZATIONAL STATUS

This position reports to the Residence Administration Manager, SHCS. Interacts daily with operational areas of SHCS and maintains essential relationships with campus partners and outside sponsorship agencies.

WORK PERFORMED

Major Responsibilities:

• Coordinates Student Housing contract offer and assignment process by: Preparing online Student Housing contract offers and assignments based on priority of student group, ensuring building capacities reach full potential year round. Preparing room assignments and transfers based on student preferences and roommate requests. Processing contract cancellations. Reviewing cancellations, administering cancellation fees, and processing refunds, in a timely manner to optimize revenue. Reviewing applicant eligibility for prospective applicants and current residents and takes appropriate action for those who do not meet guidelines. Identifies and resolves moderately complex problems related to issues of assignment.
• Maintains student housing and meal plan financial accounts by: Ensuring student housing and meal plan accounts are kept up to date by academic session, following up on payment deadlines and collecting outstanding fees or processing refunds to reconcile student accounts. Processing transfer of funds made in error to UBC Vancouver or tuition account. Checking financial balances for accuracy, investigating and correcting discrepancies in accounts and processing journal vouchers. Discussing and approving payment deferment options with students and monitoring compliance. Administering billing process for campus partners and sponsor agencies. Identifying and advising Residence Administration Manager of excessively past due accounts for additional action.
• Provides customized service to students by: Advising and recommending appropriate options to student, parent and staff queries regarding housing and meal plan, as well as referring students to appropriate campus partners for information and advice. Using tact and discretion when resolving student concerns, assessing appropriate level of action to take and following through to ensure resolution. Taking initiative to resolve problems and make decisions to address issues arising outside normal procedure. Maintaining positive relationships and open communication with SHHS staff, campus partners and external sponsorship agencies.
• Responsible for preparation and delivery of communication to residence community by: Composing and sending batch email communication to students for all areas of SHHS ensuring appropriate timing and accuracy of information. Maintaining Student Housing Facebook and Twitter accounts in a professional manner. Reviewing and updating Student Housing website for accuracy and editing information at critical times of the year. Preparing/coordinating print material and large student mailings. Occasionally representing SHCS at information sessions to promote Student Housing at UBC Okanagan.
• Supporting other administrative duties by: Providing housing back-up coverage for the Front Desk - Housing and Hospitality Assistants. Balancing departmental petty cash and purchase card reconciliation. Ordering office supplies for all portfolios within SHCS.
• Performs other related duties as required.

CONSEQUENCE OF ERROR

Thorough knowledge and understanding of guidelines, policies and procedures of Student Housing and Community Services is essential. Must exercise judgement and initiative for interpreting and adapting guidelines and providing options in order to address issues outside of normal procedures. Errors or incorrect work/decisions may result in missed opportunities for providing housing to students, effective delivery of service and support to students or staff, or financial hardship to the student.