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Added 3 hours ago
R|
Research Associate
RI-MUHC | Research Institute of the MUHC | #rimuhc
Montreal, QC
- Full-time
…motivated person to fill the position of full-time Research Associate. The team specializes in genetic white matter diseases, leukodystrophies, and related disorders. Under the direction of…
Added 7 hours ago
DS
Teacher Assistant - Special Education Resource
Davis School District
Foxboro, ON
- Full-time
…education teacher assistant supports the implementation of student IEP's (Individualized Education Programs) by assisting the teacher in five areas of service: instructional support,…
Added 7 hours ago
SD
Pharmacy Student, Hourly Part Time Day Greenlight Requisition
Shoppers Drug Mart
Brampton, ON
- Part-time
Each store has an Associate-Owner, so you will work for a local business owner while having the support of a national brand. Benefit from a purchase discount program, flexible and varied…
Added 8 hours ago
SD
Pharmacy Student, Hourly Part Time Flexible Shifts
Shoppers Drug Mart
North Vancouver, BC
- Part-time
Each store has an Associate-Owner, so you will work for a local business owner while having the support of a national brand. Benefit from a purchase discount program, flexible and varied…
Added 9 hours ago
GS
Neurofeedback Clinician – Experienced or Training Provided
Guided Spectrum
Oakville, ON
- Contract
…feel welcome. We’re affiliated with several colleges, we host student placements and we’re expanding across Ontario. We’re a growing team, and we know each other by name. Clinicians here…
Added 11 hours ago
LC
Associate Faculty - Clinical Nursing
Lambton College
Sarnia, ON
- Part-time
…create value for our local and global community and elevate student and client impacts at local, national, and international…
Added 11 hours ago
SD
Pharmacy Student, Hourly Part Time Flexible Shifts Greenlight Requisition
Shoppers Drug Mart
Victoria, BC
- Part-time
Each store has an Associate-Owner, so you will work for a local business owner while having the support of a national brand. Benefit from a purchase discount program, flexible and varied…
Added 17 hours ago
UO
Director, Administration
University of Victoria
Victoria, BC
- Full-time
Under the direction of the Dean, and in collaboration with Associate Deans and Chairs/Directors as applicable, the Director, Administration (DA) is responsible for the management of the…
Added 17 hours ago
SD
Pharmacy Student, Hourly Part Time Flexible Shifts Greenlight Requisition
Shoppers Drug Mart
Edmonton, AB
- Part-time
Each store has an Associate-Owner, so you will work for a local business owner while having the support of a national brand. Benefit from a purchase discount program, flexible and varied…
Added 18 hours ago
R
Sales Associate
RONA
Gatineau, QC
- Full-time
Added 18 hours ago
VC
Veterinarian, Ladysmith Animal Hospital (Signing Bonus)
VCA Canada
Vancouver, BC
- Full-time
VCA Canada RRSP Student Loan Program - Ask us more!
Added 1 day ago
Crossiron Mills - Store Sales Associate
Running Room
AB · Rocky View, AB
Looking for a mature (non-student) retail sales associate who is interested in working with in a fast pace environment with room to grow in the future. Only serious candidates will be…
Added 1 day ago
MR
Registration and Financial Aid Associate
Mount Royal University
Calgary, AB
- Full-time
The Registration and Financial Aid Associate reports directly to the Assistant Registrar, Registration and Financial Aid, and provides support to the operations of the Registration and…
Added 1 day ago
LP
Program Assistant
Lethbridge Polytechnic
Lethbridge, AB
- Full-time
…connecting closely with Program Chairs, Practice Coordinators, Associate Deans, Academic Coordinator, faculty, and other staff within the centre and across the…
Added 1 day ago
TU
Associate Recruiter Admissions Advisor
The University of British Columbia
Vancouver, BC
- $5,692.25 to $8,179.5 CAD / month
- Full-time
The Associate Recruiter Admissions Advisor is responsible for the implementation of a comprehensive undergraduate recruitment and admission process to ensure the university achieves new…
Added 1 day ago
R
Commercial Sales Associate
RONA
Rosemère, QC
- Full-time
Added 1 day ago
TU
Professional Programs Manager
The University of British Columbia
Vancouver, BC
- $7,158.42 to $10,292.25 CAD / month
- Full-time
In addition, the Manager works closely with the SPPH Senior Education Manager as well as the Associate Director Education to lead, develop and manage strategies that span all SPPH programs.…
Added 1 day ago
TU
Department Operations and Undergraduate Programs Assistant
The University of British Columbia
Kelowna, BC
- $4,981 to $5,713 CAD / month
- Full-time
The Dean of the Faculty is the primary administrator. The Dean s Office includes several Associate Deans and various staff members. The Irving K. Barber Faculty of Science (FoS) is divided…
Added 1 day ago
SD
Pharmacy Student, Hourly Part Time Day Greenlight Requisition
Shoppers Drug Mart
Toronto, ON
- Part-time
Each store has an Associate-Owner, so you will work for a local business owner while having the support of a national brand. Benefit from a purchase discount program, flexible and varied…
Added 1 day ago
CA
Project Manager
Centurion Associates Inc
AB · Edmonton, AB
- Full-time
…(“REIT”) owns more than 22,000 multi-family apartment units and student housing beds across 46 cities in Canada and the United States. Since day one, our goal has been to provide Residents…
Added 1 day ago
CL
Residence Life Coordinator
Campus Living Centres
Coldstream, BC
- Contract
Maintain regular communication with the Property Support Residence Life Team (Director/Associate Director, Residence Life & The Student Experience).
Added 1 day ago
UO
Associate Recruiter Admissions Advisor
University of British Columbia
Vancouver, BC · UBCV | Brock Hall (BRCK)
- $5,692.25 to $8,179.5 CAD / month
- Full-time
The Associate Recruiter Admissions Advisor is responsible for the implementation of a comprehensive undergraduate recruitment and admission process to ensure the university achieves new…
Added 1 day ago
SA
Associate Dean, Operations
Southern Alberta Institute of Technology (SAIT)
Calgary, AB · Greater Calgary Metropolitan Area
- Full-time
As the Associate Dean, Operations of the MacPhail School of Energy and School of Construction, you will provide operational leadership and strategic direction across workforce planning,…
Added 1 day ago
SA
Senior Advisor, Academic Operations
Southern Alberta Institute of Technology (SAIT)
Calgary, AB · Greater Calgary Metropolitan Area
- Temporary
Working closely with Academic Chairs, Associate Deans, faculty, and service areas across the institution, you will provide operational leadership and help ensure programs are delivered…
Added 1 day ago
UO
Tenure Track Faculty Position in Strategy, Entrepreneurship, and Management
University of Alberta
Edmonton, AB
- Full-time
…will also be considered. Appointments at a more senior level (Associate or Full Professor) may be considered depending on qualifications and experience. For an Associate/Full professor…

The University of British Columbia

Academic Support Assistant

Vancouver, BC, Canada

$4,464 to $4,578 CAD / month · Full-time

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Job details

Pay: $4,464 to $4,578 CAD / month
Job type: Full-time
Apply by: Nov 12, 2026
Posting language: English
Posted: Oct 13, 2026

Original job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Front Counter 2 (Gr3)

Job Title

Academic Support Assistant

Department

SAS Support 1 | Student Academic Services | Dean's Office, Faculty of Graduate and Postdoctoral Studies

Compensation Range

$4,464.00 - $4,578.00 CAD Monthly

Posting End Date

October 20, 2026

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

Job End Date

Ongoing

Please provide a cover letter as part of your application as applications without a cover letter will not be considered.

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

The Academic Support unit serves over 10,000 current graduate students and oversees over 4,500 offers of admission and 3,500 records changes for graduate students each year. The unit also provides support for application, registration, academic progression, and graduation. The Academic Support Assistant provides administrative support for these functions of the Academic Support unit, and receives, verifies, distributes, scans, names, and files (electronically and on paper) official documentation for applicants and current students; generates manual records letters as needed; answers or redirects general and complex applicant inquiries; responds to requests for Faculty-held student documents. The position may also give some limited general administrative support to the Academic Support Management team and the Assistant Dean. The position also provides scheduled front-counter coverage, receiving and welcoming visitors, responding to basic inquiries, and directing students, applicants, faculty, staff, and other visitors to the appropriate staff member or resource. The position is located at the reception area and is expected to contribute to a warm, welcoming, and professional environment for visitors to the unit.

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 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

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

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.

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More about this job

Responsibilities

Manage high volumes of admissions and student documents, including scanning, filing, verifying, and routing records, and respond to applicant and student inquiries. Provide scheduled reception coverage and general administrative support, including directing visitors, preparing template letters, coordinating mail, and assisting managers and temporary staff.

Requirements

Requires high school graduation, one year of related training, and two years of related experience or an equivalent combination of education and experience. Preferred qualifications include strong accuracy and organization, Microsoft Office and SISC familiarity, effective communication, discretion with confidential information, and the ability to manage heavy workloads and interact diplomatically with students and colleagues.

Skills

Document Management
Records Filing
Document Scanning
Data Accuracy
Administrative Support
Front-Counter Reception
Customer Service
Written Communication
Oral Communication
Organization
Prioritization
Confidentiality
Microsoft Office
SISC Familiarity
Mail Distribution
Diplomacy

Visa sponsorship

Not detected in the job text

Keywords

Student Academic Services
Graduate Admissions
Admissions Documents
Student Records
Document Management
Document Scanning
Electronic Filing
Paper Records
SITSeVision
SISC
Microsoft Office
Records Verification
Fraud Documentation
Freedom Of Information Act
Front-Counter Coverage
Reception
Applicant Inquiries
Mail Distribution
Template Letters
Listserv Management
Work Study Student Training
Confidentiality
Office Administration
Higher Education

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