Student Support Administrative Assistant

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