Staff - Union
CUPE 2950
CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr6)
Undergraduate Programs Assistant
Administrative Support | BIE Advising and Work Learn_TA | Vancouver School of Economics
$4,449.00 - $4,676.00 CAD Monthly
June 12, 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.
Responsible for a variety of complex tasks in connection with the administrative functions of the Economics undergraduate programs (Major/Minor/Honours/Combined Majors). Supports the academic success, development, and retention of approximately 1000 domestic and international students. Works collaboratively with the Directors of Undergraduate Studies and Senior Undergraduate Programs Assistant. Provides administrative support to the Directors of Undergraduate Studies, Honours Advisor and other faculty advisors. Serves as an initial point of contact for students, providing them with information, support, and further directing inquiries as needed.
Organizational Status
The incumbent reports to the Undergraduate Programs Manager. Works closely with, and under the direction of the Directors of Undergraduate Studies and the Senior Undergraduate Programs Assistant. Supports the Honours Advisor and other faculty advisors. Supervises Work Learn students and volunteers at the Economics Learning Center (ELC). Liaises with VSE Faculty, staff, students and other units within the University and the external community.
Work Performed
1. Admissions and Evaluation
• Coordinates in all aspects of admissions, applications processing, offers and refusals, program declaration, and recruitment activities.
2. Course Scheduling and Registration
• Coordinates in scheduling for all ECON undergraduate, cross-listed, CAP, special programs, and online courses (160+ sections per year). Schedules labs and discussion sections.
• Monitors ECON course registrations, prerequisites and other registration eligibility of students. Removes ineligible students and registering students according to priority and different Faculty program requirements. Responds to queries regarding registration into undergraduate ECON courses.
• Coordinates exam schedules for all undergraduate ECON classes, assisting as a liaison between faculty and Enrollment Services to ensure a seamless exam process.
3. Student Services and Advising
• Responds to student inquiries (in person, email and telephone) and answers complex questions about registration, program requirements, admission, promotion and continuation, misconduct, and career opportunities, etc. Recognizes students’ concerns either personal or academic, provides general guidance, and connects them with support services as needed.
• Supports students in making informed decisions associated with their academic program by citing school guidelines and program documentation.
• Coordinates the final exam viewing process. Supervises exam viewing appointments. Ensures strict adherence to privacy and security protocols regarding sensitive examination materials.
• Confirms economics undergraduate students’ graduation eligibility to Faculty Advising Offices. Prepares specialized documentation for students, including Program Completion letters, pending status confirmations, and other support letters as required.
• Assists the VSE Academic Integrity Coordinator in the handling of student misconduct cases by attending case meetings and taking notes, ensuring secure handling and storage of relevant documents, and documenting case progression and resolution.
• Maintains and update of departmental email lists for graduates and current students
• Liaises with the Vancouver School of Economics Undergraduate Society.
4. Administrative and Operations
• Under the direction of Academic Director for the Economics Learning Center (ELC), supervises the Work Learn student coordinator, and 15 to 20 volunteer student assistants.
• Prepares awards and scholarships recommendations for the Directors of Undergraduate Studies and the Honours Advisor. Interprets faculty-recommended awards and scholarship descriptions and University policies, ensuring recipients meet the scholarship eligibility and criteria.
• Coordinates all aspects of change of grade forms for undergraduate ECON courses.
• Coordinates advising appointments for Director of Undergraduate Studies, Honours Advisor and other faculty advisors.
• Assists in preparation of curriculum change forms as needed and ensures dissemination occurs through the proper channels.
• Maintains files and documentation of economics undergraduate programs. Assists in compiling statistical information and reports on admissions, scholarships, course enrolment etc.
• Monitors and audits the Workday system for data discrepancies or functional errors related to Economics program requirements and course data; identifies and reports systemic issues to the Manager and Faculty Advisor to ensure accurate degree navigation and departmental data integrity.
• Develops and implements new administrative systems for data entry, file management, and registration processing to improve workflow.
• Maintains the procedures manual for this position.
• Performs other duties as required.
Consequence of Error/Judgement
Incumbent must have thorough knowledge of VSE and UBC policies and procedures. Misinterpretation of the University, Faculty and VSE policies could cause students serious difficulty in attaining their educational objectives. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently. There are a variety of job tasks requiring ongoing prioritization. Policies and procedures must be applied fairly and consistently. Accuracy, attention to detail and consistency are crucial. Errors in decision making have a serious negative effect on the VSE's ability to carry out its program and service responsibilities. Poor performance in this position would contribute to inefficient operation and low-quality service, which would affect the reputation and credibility of the VSE, the Faculty and the University, in turn negatively affecting the recruitment and retention of students.
The position handles confidential, personal, and sensitive student information. A breach of confidentiality can create liabilities for UBC concerning its duties under the Freedom of Information and Protection of Privacy Act, causing irreparable damage and discouraging qualified applicants from attending UBC’s VSE program.
Supervision Received
Works independently under the general direction of the Directors of Undergraduate Studies, Honours Advisor, Senior Undergraduate Programs Assistant, and Undergraduate Programs Manager.
Supervision Given
With Directors of Undergraduate Studies, oversees the work of student workers and volunteers. Provides training to new staff and student workers. Explains work procedures to new or inexperienced staff and faculty regarding VSE Undergraduate policies.
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
- Proficiency in MS Productivity Suite (Word, Excel, Powerpoint).
- Experience and knowledge of UBC academic systems.
- High level of initiative, independence and the ability to assess and implement the work required.
- Initiative to plan and complete new and recurring assignments independently.
- Ability to interpret the position’s responsibilities and carrying them out with minimal supervision.
- Ability to prioritize and deal with potential problems in a high-workload environment.
- Attention to detail and consistency.
- Ability to identify the relevant School, Faculty, and University policies, and communicate them in a clear and professional manner in both oral and written form.
