Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
November 30, 2026At 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 position provides front-line services and support to students, faculty, and staff within the School of Community and Regional Planning (SCARP) and units both within and external to the Faculty of Applied Science (APSC) and Graduate and Postdoctoral Studies (G+PS). This role is responsible for delivering high-quality service aligned with the unit’s values of empathy, collaboration, wellness, and inclusivity. The incumbent coordinates student services workflows, supports academic processes, manages student records, and contributes to a positive student experience for all SCARP programs (MCRP, PhD, Research Masters and the joint Bachelor of Urban Studies with Faculty of Arts).
This is a term position to support SCARP through a Faculty-wide service delivery transformation. As operational requirements evolve, duties may be added or removed within the scope of the classification level. The successful candidate will be adaptable and comfortable working in a dynamic environment that responds to changing student needs and opportunities for process improvement.
Organizational Status
This position reports directly to Administrator and works as an actively contributing member of the Applied Science Student Services team. The incumbent must be familiar with other areas of the University such as Graduate and Postdoctoral Studies (G+PS), UBC Enrolment Services, Student Development and Support Services (Counselling Services, Career Services, Student Health Services, Centre for Accessibility, AMS, the Centre for Teaching, Learning and Technology, etc.) as many students will need the appropriate referrals.
This position is expected to have the capacity to work independently and exercise good judgement under general supervision from the Administrator.
Work Performed
Student Support
Deliver empathetic and inclusive front-line service to students and stakeholders.
Respond to complex inquiries via email, phone, virtual platforms, and in-person.
Act as main point of contact for APSC Central Student Services team regarding course scheduling and timetabling; providing key information and updates to ensure best outcomes for SCARP Provide front-line academic advising to graduate students on academic concessions, course planning and degree requirements, and academic policies. Investigate and resolve issues related to registrations, credit loads, and academic discrepancies ensuring accurate student recordkeeping, provides Workday support to ensure student records are accurately updated.
Reviews incoming applications for completeness and analyzing applicant eligibility and generating a regular report of admission data.
Student Records Management
Maintain, audit, and update student records, including grade changes, course registration, leaves of absence, and academic standing and student progression, in compliance with UBC policies.
Coordinate services related to graduation, including evaluation and letters of completion; coordinating the submission and review of graduation cases with faculty advisors ensuring all graduate requirements are met.
Academic Administrative Support
Coordinate academic appeals, transfer credit requests, curriculum updates, and SEI processes.
Assist with sessional evaluations and academic document preparation.
Tracks key student metrics such as enrollment, retention, and completion rates and creates reports to support program evaluation.
Other Duties
Participate in cross-training and continuous improvement initiatives.
Provide administrative support to instructors and faculty advisors.
Take and distribute meeting minutes as required.
Apply customer service principles to ensure excellent, seamless, and accessible service.
Performs other related duties within scope of classification.
Consequence of Error/Judgement
As a representative of the School and contributing member of the Applied Science Student Services team, the incumbent is expected to provide a high level of customer service and must exercise a great deal of judgement and initiative in handling matters of both a routine and non-routine nature, requiring the interpretation of University and Faculty policies, procedures and guidelines. Information must be accurate and provided in a respectful, timely and supportive way. The incumbent will at times have concurrent timelines and will be required to exercise judgement in establishing priorities and carrying work through to completion in a timely manner under general supervision.
Failure to provide service that meets these standards affects the reputation of the Faculty and/or the University. The incumbent exercises considerable judgment and sensitivity to diverse cultural backgrounds, and must demonstrate tact and discretion. Students and other members of the academic community rely on advice given from the School and base their academic decisions upon it. Failure to provide correct and appropriate information could affect a student's eligibility for admission, promotion or graduation and damage the integrity and reputation of the Faculty and University. Miscommunication in registration and timetabling may result in disgruntled students and faculty.
Supervision Received
practices. Makes independent decisions within guidelines. Requires initiative to plan and complete recurring assignments independently and uses good judgment to determine which of many methods are applicable. New or unusual problems outside the established guidelines and matters involving policy are referred to the Administrator or delegate.
Supervision Given
No supervisory responsibilities, however, may explain work procedures and assist with training of new staff. Assists in overseeing student employees.
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
Post Secondary Diploma and relevant experience or the equivalent combination of education and experience. Preference given to those with an undergraduate degree and speaking a second language.
Preference given to those with moderate to advanced technical skills including MS Office Suite and to apply these systems and applications to the complexity of data and work requirements.
Preference given to those with experience using UBC systems including Workday, Canvas, eVision, Scientia, UBC Teaching Evaluation system.
Proficiency in setting up and operating Zoom and other video conferencing platforms and equipment to support virtual meetings and events
In cases in which knowledge and/or skills in any of these computer programs is deficient, a willingness to take appropriate training courses.
A thorough knowledge of business procedures and practices and their application gained through experience most of this preferable within the university service.
Ability to apply broad knowledge of policies and procedures.
Ability to work effectively, quickly, and diplomatically with a wide variety of persons.
Ability to exercise initiative, tact, diplomacy, discretion, and to work under pressure to meet deadlines.
Ability to resolve problems, to prioritize, to accept responsibility, to communicate effectively and tactfully in both oral and written form, and to compose complex correspondence.
Ability to work independently and in a team environment.
Ability to maintain accuracy and attention to detail.
Ability to communicate effectively verbally and in writing.
Ability to analyze and interpret data, determine implications, and provide recommendations
Ability to accurately create and maintain records.
Ability to deal effectively with a diversity of people.
Ability to accurately process within required timelines.