Academic Support Assistant

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

Under the general direction of the Academic Support Managers, the Academic Support Assistant performs work duties in three categories:

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.
• 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.
• Follows up with graduate program staff and students upon receipt of returned mail.
• Updates records letter templates when directed by Academic Support Managers
• Provides general administrative support to Academic Support Managers
• Provides clerical support to special projects within the unit.
• Will share coordination and contact duties for meetings with graduate program staff and faculty members.
• Support for general office administration for the Faculty of Graduate and Postdoctoral Studies.
• Support for ordering and maintaining office supplies and engagement with external vendors.
• Provides orientation to temporary or new staff in this position
• Handles other duties as assigned commensurate with the skills and duties of the position

Works under the direction of the Academic Support Managers and may receive direction from the Associate Director of Student Academic Services or the Director of Academic Support for administrative support.

High school graduation, plus one year of related training, plus two years of related experience, 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
High School graduation and one year of related training. Training in general office procedures and practices.2 years relevant experience or the equivalent combination of education and experience. Minimum two years of related experience or one year of relevant UBC experience. Strong SISC familiarity and Microsoft Office skills preferred. High level of accuracy and efficiency required in managing extremely high volumes of scanned admissions documents, maintaining files, and distributing incoming mail and preparing outgoing mail. Strong organizational ability, including ability to prioritize work, meet deadlines and detail oriented. Ability to work under pressure and handle a heavy workload during peak periods, and to exercise diplomacy in dealing with graduate program offices and distressed students. Excellent oral and written communication skills and an excellent command of the English Language. Ability to type 50 wpm and effectively use the standard range of office equipment.  Ability to work well with others including faculty, staff, students and the general public. Must exercise discretion and treat information on a confidential basis.