Undergraduate Academic Assistant - Office of the Ombudsperson for Students

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

Job summary

A leading educational institution is seeking a part-time Undergraduate Academic Assistant to support the Office of the Ombudsperson for Students. The role involves assisting with communications, managing data, and developing resources. Ideal candidates are current undergraduate students with strong communication skills, attention to detail, and experience in research and graphic design. This position offers a hybrid work model and various responsibilities aimed at enhancing student support and resources.

Qualifications

• Current undergraduate student in any discipline/program of study.
• Ability and willingness to work both independently and collaboratively.
• Strong sense of initiative and creativity.

Responsibilities

• Support the Associate Ombudsperson in organizing data for the Ombuds Office database.
• Respond to student inquiries and provide resources as needed.
• Assist in developing accessible communication templates.

Skills

Excellent written and verbal communication skills

Strong understanding of confidentiality and privacy obligations

Demonstrated organizational and time management skills

Experience with research and communications

Proficiency in MS Office

Graphic design skills

Education

Current undergraduate student at UBC Vancouver

Tools

MS Office (Word, Outlook, PowerPoint, Teams)

Zoom

Canva

Job description

Job Category: Student Employee Job Title: Undergraduate Academic Assistant - Office of the Ombudsperson for Students Department: Administration | Ombuds Office Posting End Date: December 30, 2025

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

Job End Date: April 30, 2026

Terms of Work

• Term position up to April 30, 2026 with a possibility of extension
• Pay: $22 per hour
• Estimated 6-8 hours of work per week
• Hybrid position

Position Summary

The Office of the Ombudsperson for Students is hiring a part-time Undergraduate Academic Assistant to assist with communications support for the office. The Undergraduate Academic Assistant will be responsible for data summary and input, developing and updating various Ombuds toolkits on fairness, and assisting with a project on academic concessions. The successful applicant will work closely with the Ombudsperson and the Associate Ombudspersons on both the Vancouver and Okanagan campuses.

Duties and responsibilities include, but are not limited to:

• Supporting the Associate Ombudsperson in organizing and preparing data for input into the Ombuds Office database that will be used to produce statistical information for the Ombuds Office Annual Report;
• Supporting the Associate Ombudsperson in responding to student inquiries, researching relevant university policies/procedures, providing resource and referrals as needed;
• Conducting an environmental scan of academic concession procedures across UBC Vancouver faculties
• Assisting in the development of accessible communication templates and resources on academic concessions for students, faculty and staff;
• Reviewing and updating existing Ombuds Toolkits that promote fairness on campus;
• Creating branded design work using Canva and supporting the Ombuds Office transition to the UBCO Canva account;
• Liaising with other relevant university departments, as required;
• Attending and contributing to team meetings and sharing insights into student perspectives;
• Other duties as required.

This position involves tasks of moderate complexity, requiring a high level of independent time management and attention to detail. The candidate will have access to and the opportunity to collaborate with members of the Ombuds team. Duties require critical thinking, creativity, teamwork and initiative.

Supervision and Organizational Status

The Undergraduate Academic Assistant will report to the Ombudsperson. They will be provided with mentorship and guidance from the Associate Ombudsperson, who will oversee their day-to-day activities. Feedback and ongoing support will be provided through regular check-ins, in-person and virtually.

Qualifications

• Current undergraduate student at UBC Vancouver in any discipline/program of study
• Excellent written and verbal communication skills
• Ability and willingness to work both independently and collaboratively
• Strong understanding of confidentiality and privacy obligations
• Strong sense of initiative and creativity
• Demonstrated organizational and time management skills, high attention to detail
• Understanding of UBC student life and the academic and personal challenges experienced by students
• Knowledge of UBC’s services and resources for students
• Interest in topics related to procedural fairness, accessibility, health and wellbeing
• Experience with research and communications is preferred, skills in graphic design and familiarity with databases preferred.
• Proficiency in MS Office (Word, Outlook, PowerPoint, Teams), Zoom, and Canva would be an asset.

The ideal candidate for this role is creative and eager to learn, has high levels of emotional intelligence combined with excellent adaptability, listening, and organizational skills.