Residence Administration AssistantApply: This position is in-person at a UBC location.: UBC Okanagan Campus - Kelowna, BC, Canada: Full time: Posted Today: JR25937Staff - Union### ## Job CategoryBCGEU Okanagan Support Staff## Job ProfileBCGEU OK Salaried - Support Services Assistant 3### ## Job TitleResidence Administration Assistant### ## DepartmentUBCO | Accommodation | Housing and Conferences | Residence Administration### ## Compensation Range$4,518.00 - $5,175.00 CAD Monthly### ## Posting End DateSeptember 20, 2026Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateOngoingAt 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 The Residence Administration Assistant is responsible for the student housing contract offer and assignment process, and maintaining student financial accounts for housing and meal plan. This position acts as a resource to students, parents, sponsorship agencies and UBC staff, while providing project support for Student Housing and Community Services (SHCS).ORGANIZATIONAL STATUS This position reports to the Residence Administration Manager, SHCS.

Coordinates Student

Housing contract offer and assignment process by: Preparing online Student Housing contract offers and assignments based on priority of student group, ensuring building capacities reach full potential year round. Processing contract cancellations. Reviewing applicant eligibility for prospective applicants and current residents and takes appropriate action for those who do not meet guidelines.

Maintains student housing and meal plan financial accounts by: Ensuring student housing and meal plan accounts are kept up to date by academic session, following up on payment deadlines and collecting outstanding fees or processing refunds to reconcile student accounts. Processing transfer of funds made in error to UBC Vancouver or tuition account. Checking financial balances for accuracy, investigating and correcting discrepancies in accounts and processing journal vouchers.





Discussing and approving payment deferment options with students and monitoring compliance. Administering billing process for campus partners and sponsor agencies.Identifying and advising Residence Administration Manager of excessively past due accounts for additional action.Provides customized service to students by: Advising and recommending appropriate options to student, parent and staff queries regarding housing and meal plan, as well as referring students to appropriate campus partners for information and advice. Responsible for preparation and delivery of communication to residence community by: Maintaining Student Housing Facebook and Twitter accounts in a professional manner.

Reviewing and updating Student Housing website for accuracy and editing information at critical times of the year. Preparing/coordinating print material and large student mailings. Occasionally representing SHCS at information sessions to promote Student Housing at UBC Okanagan.Supporting other administrative duties by: Providing housing back-up coverage for the Front Desk - Housing and Hospitality Assistants.

Balancing departmental petty cash and purchase card reconciliation. Ordering office supplies for all portfolios within SHCS.CONSEQUENCE OF ERRORThorough knowledge and understanding of guidelines, policies and procedures of Student Housing and Community Services is essential. Errors or incorrect work/decisions may result in missed opportunities for providing housing to students, effective delivery of service and support to students or staff, or financial hardship to the student.

This position must exercise considerable tact and confidentiality regarding personal circumstances requiring unique solutions, as to not affect the student's privacy or UBC's reputation.SUPERVISION RECEIVEDWorks independently using sound judgement and flexibility to address decisions relating to policy and procedures, while setting work priorities to manage deadlines.



Works under the general direction of the Residence Administration Manager and will consult on matters of complex issues.SUPERVISION GIVENMay train other staff in the use of housing and meal plan technology, systems and processes. May, on occasion, assign general tasks to front desk staff.QUALIFICATIONS**Completion of secondary school (Grade 12) or equivalent and graduation from a two year post-secondary program in Business Administration (University degree preferred), with 3 years' related experience, or an equivalent combination of education and experience.

Proven customer service skills, providing excellent, efficient and accessible service.

Experience working in an educational environment interacting with students and knowledge of campus resources and services is an asset.

Experience and knowledge working with basic accounting practices in an accounts receivable workplace. Intermediate computer proficiency required - Word, Excel, Outlook, WordPress and databases.

Experience working with online social media platforms. Must demonstrate flexibility and use of excellent judgment and discretion working with policy/public.### About UsThe 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. Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.

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.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.

📌 Administration Assistant (Full-time) (Kelowna)
🏢 The University of British Columbia
📍 Kelowna