Staff - Union
CUPE 2950
CUPE 2950 Salaried - Student Info Support 3 (Gr5)
Student Services Assistant
Administrative Support | Department of History
$4,314.00 - $4,532.00 CAD Monthly
July 6, 2026
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
As a member of the Department of History’s Student Services Team, the Student Services Assistant serves as the first point of contact for all current and prospective students in the Department of History, providing information and assisting in the resolution of complex issues. The incumbent provides course, program, student, TA and administrative support across both the undergraduate and graduate programs by portfolio, as well as handling events, communications and website updates related to student services. Their portfolio includes straightforward scheduling, non-instructor TA positions, and the less intensive masters students admission process.
Organizational Status
Reports to the Student Services Manager (SSM), works collaboratively with the Student Services Coordinator and the Administration Coordinator. Takes direction from the Head, Administrator, Undergraduate Advisor, Associate Heads Undergraduate (AHU) and Graduate (AHG), as appropriate. Interacts regularly and collaboratively with students, faculty, and staff of the History Department. Liaises with student services units across UBC.
Work Performed
Student Services – Program Support
Course portfolio: 300, 500 and 600 level courses
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Implements summer and winter schedules as directed by the SSM, AHU and AHG for the more straightforward course levels (no discussion sections, smaller sizes) in all relevant software and platforms.
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Updates course caps, classrooms, schedules and makes other course related changes as directed
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Arranges Student Evaluations of Instruction (SEoI), ensuring all faculty and Teaching Assistants have their courses properly reviewed
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Coordinates final exam requests and standing deferred exams
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Prepares documentation, tracks, and ensures accuracy of curriculum items in UBC Calendar
Lead Hand – 300 Level TA’s
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Acts as lead hand to TA’s for 300 level courses, including onboarding new students, ensuring that required training is completed, tracking attendance at orientation and other events, coordinating supervisor check-ins and reviews, and coordinating room bookings for office hours. Escalates complex issues and concerns to the Student Services Manager and/or Administrator as appropriate
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Initiates and monitors TA appointments in Workday as HR Analyst
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Prepares, distributes and tracks TA offer letters, as directed by the SSM
Undergraduate Student Portfolio: Majors, Minors, General
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Acts as Department point of contact for student study abroad initiatives including researching opportunities, liaising with UBC Go Global & the Visiting International Research Students (VIRS) programs, planning information sessions and coordinating communications
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Provides registration support
Graduate Student Portfolio: MA students
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Handles masters admissions processes in eVision including: receiving and tracking online applications, providing initial analysis of transcripts, addressing missing information, sending completed files to the Graduate Committee, implementing Committee admissions decisions, preparing official rejection and acceptance letters as well as the welcome package for incoming students.
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Maintains current and historical MA student records across multiple spreadsheets
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Coordinates the language requirement for graduate students under current department policy
Student Services – Outward Facing (Undergraduate – Majors, Minors, General, Study Abroad Initiatives)
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As the first point of contact for in person enquiries and the main user of [email protected], provides information to potential and existing students on all aspects of primarily History’s undergraduate program (admissions, academic policies and requirements, awards and scholarships, program procedures, course scheduling, etc.). Refers students to Student Services Manager (SSM), the Undergraduate Advisor, Associate Head – Undergraduate (AHU), or other UBC units as required for more complex queries requiring policy interpretation.
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Acts as the front-line receiver of student concerns or complaints connected with courses, instructors, or registration, referring students with complex or difficult issues to the Undergraduate Advisor or Students Services Manager, as appropriate
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Refers students to appropriate support services both on and off campus as needed (Counselling Services, Student Health Service, International Student Development, Enrolment Services Advisors, Student Housing), or to related University units.
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Stays current with all relevant UBC, Faculty of Arts and History Department policies and procedures as well as collective agreements, providing instruction, guidance and straightforward interpretation to all members of the community.
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Attends and takes notes at disciplinary meetings involving student misconduct when the Student Services Coordinator is unavailable.
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Updates and creates posters, news items, social media posts as per the History Comms Guide, primarily for student related content.
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Plans and coordinates events, publications and initiatives as they pertain to students and programs.
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Provides direct event support including AV setup, catering, room bookings, setup and cleanup.
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Develops innovative content for student program websites and recruitment materials in collaboration with the Student Services Manager
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Sits at main reception desk and handles all frontline enquiries, supporting or re-directing as appropriate.
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Posts TA job ads under the direction of the SSM/Administraton
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Provides staff support to the Undergraduate Committee, including scheduling meetings, handling hybrid AV requirements, taking minutes, and providing other support as needed
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Assesses eligibility for undergraduate financial awards, provides recommendations to departmental awards committee
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Prepares data and analysis for the first draft of the Undergraduate Annual Report
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Updates position manual, guides and other materials related to their position
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Responsible for the care and maintenance of relevant sections of History’s outward and inward facing websites
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History staff currently have a hybrid work arrangement of 3 days minimum in office (post probation); to support this initiative, all staff 1) share responsibility for on-site duties: answering the phone, distributing mail, photocopier support, greeting walk-ins, handling immediate facilities issues, etc. and 2) provide backup on (critical) services to other positions as those services align with their own work.
Consequence of Error/Judgement
Incorrect information could affect students’ academic progress at UBC. Missed deadlines or inattention to duties could negatively affect hundreds of students, as well as faculty and teaching assistants. The reputation of the Department of History, and the University of British Columbia, could be seriously diminished by poor performance.
Supervision Received
Works independently under the direction of the Student Services Manager. Works closely with the Undergraduate Advisor and Associate Head – Undergraduate.
Supervision Given
Lead hand for all TA positions at the 300 level within the Department. May supervise other student workers and provide training to other staff.
Minimum Qualifications
High School graduation, plus one year of post secondary education, plus three 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
Effective oral and written communication. Experience working with students or in a student support role. Analytical ability and moderate to advanced competency with Excel. Experience using UBC systems including Workday, eVision, SISC, Scientia, Blue, WordPress. Experience working within a complex organizational structure; and understanding of the academic and public-sector environment. Strong organizational and interpersonal skills. Ability to effectively communicate verbally and in writing. Ability to research novel problems, input and extract data, interpret and analyze findings, as well as communicate information both verbally and visually. Ability to work in a team. Ability to interpret and implement policies and procedures. Ability to write for various audiences and contexts. Ability to be thorough, accurate, and attentive to detail. Proven ability to interact effectively, respectfully and positively with students, faculty, and staff. Willingness to respect diverse perspectives, including perspectives in conflict with one’s own. Demonstrated commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.
