Academic Support Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Front Counter 2 (Gr3)

Job Title

Academic Support Assistant

Department

SAS Support 2 | Student Academic Services | Dean's Office, Faculty of Graduate and Postdoctoral Studies

Compensation Range

$4,208.00 - $4,316.00 CAD Monthly

Posting End Date

January 17, 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 Description Summary

Organizational Status
Reports to an Academic Support Manager. Independently communicates and works with all Academic Support Managers and staff. Has contact with faculty, staff, students, and applicants.

Work Performed

Under the general direction of the Academic Support Managers, the Academic Support Assistant performs work duties in three categories:
Document Management 75%
- 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
- Trains work study students in document scanning processes and records filing, and ensures for accuracy

Administration - General Office 25%
- Prepares letters from templates under direction from Academic Support Managers.
- Back-up support for Dean s 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.
- 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

Consequence of Error/Judgement
Job duties are based on guidelines as clearly defined in the Policy & Procedures of the Faculty of Graduate and Postdoctoral Studies. Errors in procedures may result in the loss or inaccurate scanning of admissions documents which may result in delay or loss of a student accepting offer of acceptance. This could also damage relationships with graduate program offices and faculty members. Errors in guidance to visitors to the Dean s office or re-direction of callers to incorrect staff members would result in applicant or student problems not being resolved in a correct or timely manner. Any errors and/or omissions in judgment could seriously undermine the roles, responsibilities and effectiveness of The Dean and/or the Faculty of Graduate and Postdoctoral Studies.

Supervision Received

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.

Supervision Given
Oversee Work Study students in scanning, filing, photocopying of documentation; assembly and dispatch of outgoing mail.

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
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 famili