Staff - Union
Job Category
BCGEU Okanagan Support Staff
Job Profile
BCGEU OK Salaried - Support Services Assistant II
Job Title
Student and Academic Support Assistant
Department
UBCO | Managers | Records and Service | Enrolment Services
Compensation Range
$4,695.00 - $5,385.00 CAD Monthly
Posting End Date
June 29, 2025
Note:Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
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 Student and Academic Support Assistant provides comprehensive support for the management and administration of student support and services within the Student and Academic Support team. Key responsibilities include maintaining data systems, preparing and analyzing financial reports, processing awards and scholarships, and ensuring accurate student eligibility and records management. The role involves generating reports for management, coordinating graduation applications, and providing both in-person and digital support for student ID card issuance and general inquiries. This position also assists with application procedures, data filing, and document handling, supporting the team's smooth operation and commitment to outstanding student service.
Organizational Status
This role reports to the Associate Director, Student and Academic Support, and works closely with the Student and Academic Support team in the Okanagan, as well as colleagues in Enrolment Services located in Vancouver.
Work Performed
- Provides support in the management of computer data systems for financial assistance, academic records, and fee payments
- Prepares and analyzes reports for loan award recipients and takes appropriate action. Reviews complex student fee accounts to assist students or staff with inquiries. Escalates complex or challenging inquiries to the Associate Enrolment Services Advisors or Enrolment Services Advisors as necessary
- Updates information in Workday to ensure awards criteria and adjudication parameters are accurate. Enters data accurately. Liaises with faculty and staff regarding award adjudication, monitors student eligibility, and perform audits as required
- Generates reports for management as needed, and completes paperwork and legal documents related to student finances. Investigates issues related to donor notices and prepares when necessary additional communication to students and donors for recommended awards.
- Authenticates and processes transcripts and supports the administration of application/admission procedures
- Coordinates graduation applications, monitors eligibility, communicates with relevant parties, and assists in coordinating graduation ceremonies.
- Provides in-person and digital support for ID cards, verifies identities, manages carding supplies, and maintains confidentiality of records
- Assists with kiosk and device log-ins and provides support with front-line student inquiries as needed. Escalates to the Associate Enrolment Services Advisors or Enrolment Services Advisors for complex or challenging issues.
- Distributes mail, and maintains data storage and filing
- Other appropriate responsibilities as required to support the Student and Academic Support team
Consequence of Error/Judgement
Work performed by Enrolment Services is critical to the success of the University and its ability to deliver on the goals articulated in UBC's strategic plan. This position contributes to the delivery of critical services to students and to faculties. These services are central to students gaining admission to UBC, obtaining appropriate financial assistance throughout their education and obtaining any financial awards for which they may qualify. Errors could have significant negative financial, academic and/or personal consequences for students. Consequences could include applicants being unjustly denied admission, applicants being admitted when not properly qualified, students being denied loans and awards causing financial hardship and possibly withdrawal from the University, students having loan eligibility issues requiring funding claw backs, students missing opportunities for awards and bursaries.
Supervision Received
The position is supervised by the Associate Director, Student and Academic Support
Supervision Given
None.
Minimum Qualifications
- Completion of secondary school and graduation from a two (2) year diploma in a relevant discipline or equivalent.
- Over four (4) years' administrative office experience, preferably in a University setting; 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
- Experience in awards administration and/or undergraduate admissions would be an asset.
- Strong computer skills including ability to learn new computer programs, to use general office computer programs and equipment, and to access information through web and other databases.
- Experience with Workday Student an asset
- Attention to detail and ability to multi-task and to prioritize work load and meet deadlines are essential.
- Ability to work in a team environment to deliver services within the context of a complex, busy and often high stress environment.
- Attention to detail and ability to multi-task and to prioritize work load and meet deadlines are essential.
- Ability to write clear concise business language.
- Knowledge of accounting principles an asset.
- Ability to process large volumes of information and analyze customer needs while providing guidance and information on university and government policies and procedures.
- Strong customer service skills are essential including communication skills, demonstrated empathy, and the ability to maintain composure when dealing with difficult people.
- Demonstrated ability to build, manage and maintain high-quality and productive relationships across cultural difference.
- Demonstrated ability to effectively communicate and interact with empathy, understanding and, respect of diverse and divergent perspectives and behaviours.
- Works in a collaborative and inclusive manner, fostering equitable experiences and a respectful environment for all staff.
- Acknowledges, reflects upon and challenges one’s own biases and assumptions.
- Recognizes and addresses personal and institutional assumptions and behaviours that create barriers to inclusion
- Ability to work effectively both as part of a team and independently.
- Ability to exercise tact, diplomacy, confidentiality and discretion.
