CUPE 2950 Salaried - Administrative Support 3 (Gr7) Program Assistant - Student Services Intake Coordination | Program Support | Centre for Accessibility | Student Affairs | VP Students 4,594.00 - $4,827.00 CAD Monthly Posting End Date Note: Applications will be accepted until 11:59 PM on the Posting End Date. This is a leave replacement for a fixed term duration. This is a Fixed term position with expected end on March 31, 2027.

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. This position is responsible for a full range of front desk reception services and student service processes for the Centre for Accessibility.

The incumbent will coordinate and manage projects and processes that support academic accommodations for students with disabilities. These services/processes include Early Alert, appointments and providing referral information as appropriate; phone inquiries; data entry and file management. The incumbent provides administrative support for the Centre for Accessibility staff and has a responsibility for a wide range of general office clerical functions.

Duties range from complex to routine and include maintaining a highly confidential client record-keeping system, correspondence, communications, project tracking and coordination, organizing meetings and supplies ordering. This position requires a thorough knowledge of Accessibility Advisor activities as well as other programs within the unit such as exams, student assistants hiring, alternate format production and Canada Study Grant funding. This position requires the ability to successfully manage a large amount of administrative responsibility while responding in a calm, caring and professional manner to student needs. liaises with other UBC units that serve students, faculty and staff on campus, off campus organizations and the public.

Provides excellent, seamless and accessible reception service, and provides customer service to clients as required. Works collaboratively within a service team context to ensure high standards of service provision. Handles complex customer service complaints or inquiries, and implements corrective actions or identifies processes and systems that require improvement.

Responds to requests for information, schedules appointments for clients, assists with crisis intervention and connecting clients with appropriate staff.

Administrative Support

Coordinates the Accommodation Letter project.



This includes verifying and updating over 1600 accommodation letters each year using the UBC Student Information System prior to the beginning of each academic year. Ensures that reception and waiting room space are well maintained and make certain that office supplies, information materials and new client packages are stocked.

Requests for approval and liaises with our communications coordinator to update digital signage information. Organizes and coordinates several QPR (Question, persuade and refer) Suicide prevention training sessions each term. Timely submission into the OAMS database is key to ensure all appropriate parties are aware of potential risks with a particular client.

Performs data processing and prepares statistical reports. Participates in the development of office procedures. Maintains our all-in-one work center for printing, copying, scanning, and faxing. Performs routine repairs (fixing paper jams, adding toner and paper), and calls for service when required.

Organizes and arranges meetings, facilities, workshops and other functions (i.e. preparing and organizing information packages for meetings, workshops and special events, recording and preparing meeting minutes). Supports planning, implementation and review of office administrative tasks. Educates recent staff about current office procedures and operations.

Assists staff in identifying and correcting problems related to office operation policy and procedures. Develops and delivers orientation and training of new staff in administrative office practices and procedures, as well as providing refresher training sessions as requested. Provides accurate and clear information to the public, students and the university community regarding the Centre for Accessibility services as well as other campus resources.

Responds to urgent and immediate requests calmly and effectively Assist in the implementation of the departmental communication plan, maintaining accurate and current content on the Centre for Accessibility website and ensuring department promotional material is consistent and cost effective. Liaises with various student accommodation programs within the Centre for Accessibility to prepare Canada Study Grant requests for the Ministry of Education.



This position is responsible for reviewing student eligibility by verifying loan and permanent disability status, confirming requested services and finalizing submission amounts.

Communicates with the Ministry of Education to confirm submission and provide information as required. Funding allocation can be as much as $90,000.00 per academic year. Completes bi-weekly payroll for approximately 180 hourly student assistants This involves following up with students to ensure appropriate information and international paperwork is submitted.

Prepares various requisition documents for review and submission. This can include payment for travel, personal expenses or transfer of funds between departments. Provides support for the accommodated exams program which proctors over 12,000 individual exams each year.

Support includes lunch, flex day, vacation and sick day coverage as well as dual-coordination during formal exam periods. Provides training and supervision for approximately 60 senior student assistants. Proficiency with our online exam management system to book, schedule, allocate and collect exams.

Ensures that office operations are effective and meet or exceed University and professional guidelines.

The Program

Assistant plays a key role in the implementation of accommodations and the management of the Centre for Accessibility student service reception and has a direct impact on the experiences of students and our relationship with UBC Departments. The consequence of error is high and incorrect actions could adversely impact the experiences of students, faculty and staff with disabilities and negatively impact the reputation of the unit, community partners and the University.

Supervision Received Supervision Given High

School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience. Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion High School graduation and 1 year post-secondary education.4 years related experience or the equivalent combination of education and experience. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.

Ability to communicate effectively verbally and in writing. Ability to deal effectively with a diversity of people. Ability to supervise student employees for an extended duration when the exam coordinator(s) are out of the office or during peak periods.

Experience working in a customer service environment is required.

Experience working with people with disabilities and in a university environment an asset. #

📌 Program Assistant - Student Services (Vancouver)
🏢 University of British Columbia
📍 Vancouver