Academic Systems and Services Clerk

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Student Info Support 4 (Gr7)

Job Title

Academic Systems and Services Clerk

Department

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

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

August 18, 2025

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

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

ORGANIZATIONAL STATUS

This position reports to an assigned Academic Support Manager. Has ongoing, independent contact with the Director and Associate Director of Student Academic Services, applicants, referees, students and Graduate Program Staff. Independently communicates and works closely with the Business Systems Administrator. Works directly with other clerical and management staff in the unit, as well as with staff from UBCIT, Enrolment Services, Go Global, Awards and Student Financial Services.

WORK PERFORMED

Business systems support (65%)
- Determines when a problem is out of scope and re-directs to Business Systems Administrator with proposed solutions
- Responsible for testing of new system functionality and bug fixes
- Investigates and troubleshoots production issues
- Fixes applicant data issues directly in system production environment
- Coordinates the collection of data required for system database imports
- Offers support for systems training sessions across campus related to the business systems
- Downloads encrypted English language test score data (IELTS, GRE, and TOEFL), decrypts and uploads to admissions systems
- Serves as back-up for additional system support in the absence of the Business Systems Manager.

Academic Services Support (30%)

Admissions
- Processes change of start date requests for admitted graduate students
- Liaises with administrative staff at other academic institutions to facilitate student approvals for exchange/credit when processing admissions for exchange students.
- Clears admission provisions and conditions in system based on receipt and verification of final required documentation or completion of academic requirements.
- Participates in yearly audits of delegated admissions to ensure compliance with established policy and procedure.

Records and registration
- Makes decisions based on established and interpreted policies and processes requests for amendments to graduate student records/registration, including adding/dropping courses, change of grades based on University Policy, removal of registration blocks, transfer of programs, transfer of credits, permission for graduate students to teach courses, leave of absence, extension of maximum time period in which to complete program, withdrawal, and reinstatement. Refers requests outside of Policy to the Academic Support Manager. Communicates records change to students and Graduate Program Staff

Information Services

Performs other related duties in keeping with the qualifications and skill-set of the job. (5%)

CONSEQUENCE OF ERROR

Errors in decision/or information provided or processing of administrative requests could impede the academic progress of a student, cause adverse relations with students, faculty and staff, and incorrect procedures performed can cause acceptance implications, incorrect tuition fee assessments, course credits calculations, or delays for students. 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 independently under mínimal supervision of Academic Support Managers, conferring regularly with the Director, Associate Director, and Business Systems Administrator.

SUPERVISION GIVEN

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