Student Support Assistant

Job Summary

The Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with over 1,000 undergraduate and 300 graduate students enrolled in its degree programs. The department is also engaged in a range of research activities, with over 55 research-track faculty members actively involved in their respective scholarly communities.

The Student Support Assistant is responsible for handling day-to-day general administration and reception duties for a large academic unit, providing support for undergraduate program processes (including registration and basic advising support), and assisting with a variety of administrative functions related to general departmental operations.

This role also acts as the first point of contact for faculty, students, and guest to the Department and provides high-level customer service and frontline support; triaging and escalating matters as required.

Organizational Status

The Student Support Assistant works under the supervision of the Manager, Business Operations. The incumbent collaborates closely with other administrative services staff, the Department Head, and the Associate Head, Undergraduate Programs.

Work Performed

Reception and General Administration

· Serves as the first point of contact for the administrative services office. Answers inquiries in person, by phone, and by email and makes appropriate referrals.

· Greets and assists faculty, staff, students and visitors.

· Processes room booking and building access requests.

· Schedules meetings, prepares agendas, takes minutes, and follows up on action items.

· Sorts and distributes mail and incoming deliveries.

· Orders office supplies; maintains and organizes supplies and equipment in communal areas.

· Uses the Department’s ticketing system to track and respond to administrative services requests.

· Schedules meetings for the department head and other team members.

· Performs other routine administrative duties consistent with the classification.

Undergraduate Program Support

· Assists with course registration inquiries, waitlist support, troubleshooting, and basic information about prerequisites and degree requirements.

· Responds to routine advising questions and directs students to advisors for more complex cases.

· Supports maintenance of undergraduate program records, documentation, and student‑facing information.

· Prepares and distributes student communications, such as announcements about deadlines, events, and curriculum updates.

· Supports undergraduate program events such as information sessions, orientation activities, and student engagement initiatives.

· Assists with collection and preparation of materials for accreditation and curriculum-related discussions or reviews; works with faculty members to complete curriculum mapping exercises.

Communications and Events

· Reviews and updates information on the departmental website.

· Prepares and distributes simple communication pieces, notices, and announcements.

· Supports event logistics including room bookings, set‑up, catering requests, and event materials.

· Provides assistance to student teams and clubs on basic administrative processes for events and funding requests.

Other Administrative Support

· Assists with administrative tasks related to faculty recruitment, such as interview scheduling, travel coordination, and candidate visit logistics.

· Provides back-up coverage for other administrative staff as required.

· Performs other administrative tasks consistent with the classification as required.

Consequence of Error/Judgement

The Student Support Assistant is a front-line staff member in the ECE administration services office. The incumbent is expected to become familiar with all relevant departmental and university policies, apply these policies using sound judgment and act in a professional, tactful manner. In addition, the incumbent must be capable of maintaining a high level of attention to detail. Failure to do so may cause legal or financial consequences for the department, reduce the efficiency of departmental operations, and negatively impact the reputation of the Department of Electrical and Computer Engineering and the University of British Columbia.

Certain duties in this role require a high level of confidentiality, particularly when dealing with personal information of UBC students or employees. At UBC, we are regulated by the Freedom of Information and Protection of Privacy Act (FIPPA), which requires us to protect personal information from unauthorized collection, use or disclosure. Failure to comply with FIPPA increases the risk of a privacy breach, which could have negative consequences for the affected individuals and the department.

Supervision Received

This position reports directly to the Manager, Business Operations, with additional direction from other managers as needed. Work will also be assigned by the Department Head.

Supervision Given

May be asked to explain procedures and provide other job-related training to new, temporary or inexperienced 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.

· Commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

· Prior experience with Workday is considered an asset.

· Ability to maintain accuracy and attention to detail.

· Ability to prepare and adjust schedules to accommodate all requirements.

· Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.

· Ability to identify and correct missing and incomplete data.

· Ability to efficiently and effectively coordinate tasks.

· Ability to gather, record, and organize information.

· Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters).

· Ability to accurately create and maintain records.

· Ability to accurately proofread for spelling, grammar, and punctuation.

· Ability to prioritize and work effectively under pressure to meet deadlines.

· Ability to effectively use standard office software (e.g., Microsoft Office or equivalent) at an intermediate level.

· Ability to communicate effectively verbally and in writing.

· Ability to understand and apply policies, procedures, and instructions.

· Ability to enter, retrieve, correct, and interpret data in financial management system.

· Ability to deal with people in a courteous, calm manner.

· Ability to work effectively independently and in a team environment.

· Ability to explain, assign, and monitor work.

· Ability to perform basic arithmetic.

· Ability to design and conduct surveys.