Student Support Administrative Assistant

Job summary

Provides front-line support to undergraduate and graduate students, coordinates program processes, monitors student progress, and assists with registration, exams, evaluations, and competition events. Supports departmental administration through student appointment processing, records and calendar management, reporting, mail handling, and office equipment assistance.

Job details

Job Title Student Support Administrative Assistant Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr6) Job Family Group Staff - Union Department Administrative Leadership | Department of Mathematics | Faculty of Science Compensation Range $4,719.00 - $4,960.00 CAD Monthly Job End Date November 1, 2027 Posting End Date October 30, 2026 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. Job Summary Works as a member of the Mathematics Department’s undergraduate program and graduate program team, this role will triage and coordinate day to day processes and queries for the department’s undergraduate and graduate program, as well as supporting the operations team. The position will provide administrative support to the Undergraduate Program Manager, the Graduate Program Coordinator and the Student Engagement Coordinator. On occasion, the position will also provide executive support to the department Administrator. Organizational Status The Mathematics Department at UBC is one of the largest departments within the Faculty of Science, with over 2000 undergraduate FTE (20000+ course seats) per academic year. Reporting directly to the Undergraduate Program Manager, the position is a member of the undergraduate support team and will support the undergraduate program and the graduate program. Work Performed Student Support Oversees, develops and suggests updates to administrative processes and procedures to improve efficient administrative activities within the undergraduate program team Provides front-line assistance to undergraduate students, providing information and assisting in the resolution of complex issues. Composes complex documents, provides data entry and administrative support to the Undergraduate Program Manager. Assists the department's undergraduate team with exam viewing processes and the tracking and delivery of CFA exams as needed. Monitors student progress and program requirements, assists with course registration and class list administration, identifies student issues, and escalates complex cases as appropriate. Coordinates online teaching evaluations process for the department, maintaining an efficient filing system for completed evaluations Compiles reports using statistical data available from course evaluations (SEoT) reports and ensures timely delivery of the data to the Head or designate Assists the graduate program coordinator with the administrative tasks related to math competition events such as the COMC, Putnam and Challenge Exams. Sorts and distributes incoming mail and packages including preparing outgoing mail for pick up Administrative Assists with student hires in the department such as processing appointments on Workday for TAs, worklearn and USRA/WLI. Assists the USRA Coordinator to process appointments on Workday as needed. Serves as a resource person for the department photocopiers, fax machine and other office machines, training users on the equipment as needed Maintains an administrative calendar, coordinating day to day activities for the team in the department, including gathering and collating reports from workday. Maintains an efficient and accurate physical and electronic filing system for all transactions, files, and procedures Consequence of Error/Judgement Exercises independent judgment and initiative in resourcing and interpreting information. Works with conflicting demands and exercises judgment in establishing priorities and carrying work through to completion in a timely manner. Tact, discretion and attention to detail in dealing with confidential and sensitive matters is essential. Errors in judgment will reflect negatively on department and UBC. If incorrect information is dispensed, interpreted or inappropriately communicated, the reputation of the university may be affected; financial documentation requires great attention to detail to ensure it is correct and appropriate in compliance with UBC procedures. Supervision Received Reports directly to the Undergraduate Program Manager with a dotted line to the Director, Administration, Finance and Operations. Supervision Given May supervise student workers Minimum Qualifications High School graduation, plus one year post secondary diploma, plus four 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 Knowledge of university policies and procedures an asset. Post-secondary education and/or training in student services, student affairs, or a related field is an asset. Minimum of three to four years of related experience or the equivalent combination of education and experience. Experience required in service centred environment, preferably within student services. Strong oral and written communication: ability to compose correspondence using clear, concise business English Excellent creative writing and editing skills for website and public materials Ability to review, edit, design and publish (online or hardcopy) scholarly work Ability to use the internet to research and compile information Ability to perform website updates using Drupal or similar platforms Excellent organizational skills - ability to prioritize work with conflicting demands, effectively manage multiple tasks or projects and meet deadlines Ability to be flexible and adapt to changing priorities Eager and adept at learning new systems or technology (e.g., Survey Fluid, Workspace) Ability to use initiative or ingenuity to resolve problems Ability to maintain accuracy and attention to detail Ability to work with confidential information; ability to manage records and documents in digital folder systems and manage access Ability to exercise tact and discretion Ability to take and transcribe accurate meeting minutes Ability to effectively use word processing, spreadsheet, database and presentation applications at an intermediate level (e.g., Outlook, MS Word, MS Excel, MS PowerPoint) Ability to operate a normal range of office equipment (e.g., fax machine, photocopier) Strong interpersonal skills and ability to work independently within a team environment Ability to work effectively in an open environment with distractions Ability to work outside regular office hours on occasion Ability to perform set up at events

What you’ll do

Provides front-line support to undergraduate and graduate students, coordinates program processes, monitors student progress, and assists with registration, exams, evaluations, and competition events. Supports departmental administration through student appointment processing, records and calendar management, reporting, mail handling, and office equipment assistance.

Requirements

Requires high school graduation, a one-year post-secondary diploma, and four years of related experience, or an equivalent combination of education and experience. The preferred profile includes student-services experience, strong communication and organizational skills, accuracy and discretion, proficiency with office applications, and the ability to manage competing priorities and confidential records.

Listed skills

• written communication · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• Data entry · Preferred
• Microsoft Word · Preferred
• Workday · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Student Services
• Administrative Support
• Student Progress Monitoring
• Course Registration
• Workday
• Data Entry
• Report Compilation
• Records Management
• Written Communication
• Editing
• Website Updates
• Drupal
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint

Job areas

• Administrative
• Education
• Customer Service & Support

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