Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Student Management, Level A Job Title Academic Support Analyst Department UBCO | Managers | Records and Service | Enrolment Services Compensation Range $5,365.42 - $7,709.92 CAD Monthly The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job. Posting End Date June 23, 2025 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job 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 This role is responsible for overseeing multiple registrarial processes that support the academic progression and experience of students at the University. This role oversees student records, ensuring compliance with policies, and providing support to faculty and departments across the university. Key duties include overseeing graduation processes, from application management to document distribution, and ensuring the accuracy and security of student records per FOIPOP and UBC regulations. The role involves training staff and students on Enrolment Services procedures and systems, troubleshooting issues, and acting as a subject matter expert in policy interpretation and process improvements. Additionally, this position leads strategic initiatives to enhance business processes, collaborates on interdepartmental projects, and supports new system implementations by testing updates and offering feedback. Building partnerships with stakeholders, this role ensures alignment with academic requirements and policy adherence, while also providing backup support as needed. The role is central to maintaining accurate student records and delivering high-quality support within Enrolment Services on the Okanagan campus. Organizational Status This role reports to the Associate Director, Student and Academic Support, and works closely with the Student and Academic Support team in the Okanagan, as well as colleagues in Enrolment Services located in Vancouver. This role is expected to work independently, and exercise autonomy without direct supervision. Regularly liaises with faculty and staff from various units across the University, with other units within Enrolment Services, and the general public, such as: UBC faculties and departments, IT Services, Integrated Service Centre, University Counsel, Ceremonies, Equity & Inclusion Office, Go Global, and other Central University units concerned with student records matters. Work Performed Manages services for degree progression and provides guidance on records management, offering support to faculty and other departments. Develops and assesses student degree progression and records management policies to enhance service delivery. Identifies, plans, and executes initiatives to improve business processes within the Academic Support portfolio. Delivers training to faculty, staff, and students on Enrolment Services functions and student systems, guiding users in system navigation and compliance. Oversees the graduation process, including application management, eligibility tracking, and collaboration with other ES staff, Senate, ceremonies staff, faculties, advisors, and students. Ensures the accuracy of graduation parchments and manages the secure distribution of graduation documents. Enforces adherence to policies to ensure accurate representation of student records, ensuring compliance with FOIPOP and UBC regulations. Assists in evaluating academic records, verifying progression rules, and identifying and recording academic standings, such as probation or fail status. Maintains and updates business processes in the departmental knowledge base; provides feedback to improve process efficiency. Maintains the accuracy and functionality of student systems, testing updates, and system enhancements. Acts as subject matter expert on policy and enrolment procedures and proactively identifies improvement opportunities. Responds to or escalates inquiries from faculty, staff, and students; manages escalated issues requiring detailed interpretation of Senate policies. Accurately communicates complex regulations from the Academic Calendar and identifies potential challenges for resolution. Coordinates with stakeholders to ensure degree auditing tools align with academic calendar requirements. Resolves record-keeping issues, ensuring accurate data transfer and payment processing. Contributes to strategic planning, suggesting changes to policies or procedures and implementing approved improvements. Identifies and nurtures partnerships with units and faculties, offering expertise to facilitate adherence to university policies. Participates in new system/software implementation, gathering requirements, building test scenarios, and providing feedback. Provides backup support across functional areas during peak times, vacations, and staff absences. Consequence of Error/Judgement This role is responsible for ensuring service excellence. Inaccuracies, failure to meet deadlines and inability to build relationships and partnerships would have serious consequences. Errors, missed deadlines and ineffective relationships could damage perceptions of Enrolment Services and the University. This could lead to a loss of trust in the institution, negatively affecting its reputation on a broad scale. Furthermore, errors in managing student records can directly impact a student's ability to be admitted to programs, progress academically, or graduate on time, potentially jeopardizing their future education and career prospects. Supervision Received Reports to the Associate Director, Student and Academic Support. Works in collaboration with other staff in Enrolment Services. Is expected to meet performance goals and expectations, and will undergo regular performance reviews. Works under general guidelines and procedures, without direct supervision. The incumbent must exercise initiative and sound judgment. Supervision Given May provide work direction to clerical or student staff. Minimum Qualifications Undergraduate degree in a relevant discipline. Minimum of one to two years of related experience or the 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 Experience preferably in a student service environment. Ability to adapt to changing priorities and experience with assisting staff during times of transition. Experience with policy interpretation and administration. Computer experience required (Intermediate level understanding of Word, Excel and Outlook). Experience with Student information systems, intranet navigation and Drupal CMS preferred. Experience with Workday Student an asset. Effective oral and written communication, interpersonal, client service and organizational skills. Ability to resolve complex problems which require close attention to detail and creative solutions. Ability to work independently and as a supporting member of a team. Must possess excellent interpersonal, team building and intercultural skills and must be willing to participate and actively contribute in team situations. Demonstrated ability to build, manage and maintain high-quality and productive relationships across cultural difference. Demonstrated ability to effectively communicate and interact with empathy, understanding and, respect of diverse and divergent perspectives and behaviours. Works in a collaborative and inclusive manner, fostering equitable experiences and a respectful environment for all staff. Acknowledges, reflects upon and challenges one’s own biases and assumptions. Recognizes and addresses personal and institutional assumptions and behaviours that create barriers to inclusion Must be very capable to exercise tact and discretion, as well to remain calm during pressure situations when dealing with upset or irate individuals. Able to act as the main point of contact in matters which require a high level of sensitivity. Proven multi-tasking skills; ability to work under pressure, to handle heavy volumes during peak periods, to meet demanding deadlines, and to work accurately with frequent interruption The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.
