Job Description

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Undergrad Student Supp 3 (Gr7)
Job Title
Undergrad Student Support
Department
Administrative Management | Teacher Education Office | Faculty of Education
Compensation Range
$4,594.00 - $4,827.00 CAD Monthly
Posting End Date
November 5, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
July 2, 2027
This is an 18-month temporary term position for a leave replacement.
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.
Summary



As a member of the Teacher Education Office support team, coordinates all aspects of teacher education program admissions in the Faculty of Education and supports the recruitment and retention of students. Acts as the first point of contact for students applying to the teacher education programs, providing guidance and direction to Bachelor of Education (BEd) students, as well as Diploma students, Teacher Updaters, Unclassified students and visiting students on admissions procedures, policies and programs.
Responsible for the set of activities to produce complete admissions applications that are ready for evaluation. May undertake relatively straightforward evaluations for diploma programs. Coordinates file maintenance from submission to evaluation, accepted offers of admissions, graduation and archival preparation. Provides planning input regarding admissions matters and trains temporary admissions clerical staff, including student staff.
The location of the Teacher Education Office (TEO) within the Faculty of Education makes this position the first point of contact for students, faculty, staff and visitors to the Faculty. This position exemplifies a very professional work ethic and manner, requiring a high level of student service and professionalism.



Organizational Status



Reports to the Administrative Manager and Manager of Admissions and Recruitment. Works closely with the Admissions Officer, Teacher Education Office (TEO) Program Managers, Associate Dean, Director, Faculty, students, staff and the public. Liaises with UBC Enrolment Services, and staff in other Faculty of Education departments/units.

Work Performed



ADMISSIONS AND RECRUITMENT
Application and Admission Processing:Acts as the first point of contact for students applying to the teacher education programs Coordinates and prepares applications to the teacher education programs at the Faculty of Education, including the Bachelor of Education (BEd) students, as well as Unclassified, Diploma, Teacher Updater and Visiting student applications Evaluates and admits straightforward applications such as diploma, unclassified, visiting students and re-admission students. Granting registration eligibility where applicable Exercises judgement for completeness and appropriateness of requirements based on admissions policies and procedures, as required by each different teacher education program administered by the Teacher Education Office, advising students accordingly and generating customized acknowledgement emails Upon completion of conditions and working with Admissions Officers, evaluates and confirms conditional BEd admissions, generates confirmation letters and follows up with those whose conditions remain outstanding Upon receipt of applications for re-admission to BEd program, presents applications and files to Director and appropriate practicum coordinator [ program manager] for approval. Processes re- admission if approved Admits updating candidates and Diploma students in Education specializations, upon receipt of approval Coordinates and processes applications directly to NITEP - Indigenous Teacher Education Program, ensuring completeness of applications and assessing and posting transfer credits Monitors the status of pending applications including updating acceptances and declines, pending complete applications and cancelling all outstanding applications not completed Determines application fee required, accepts payment, logs amount received and provides a receipt if required. Using the ePayment Virtual Machine (ePayment) or Consolidated Billing Module (CBM) when applicable. Processes refunds if approved; Resolving moderately complex problems that are related to the admissions processes, including testing and explaining the online application Monitors application trends and uses a variety of student information systems to produce daily and ad hoc reports Oversees the submission of Personal Profiles (by students) and reference reports (by referees). Assigns reference reports to broad-based admission readers and contacts referees to verify information. Coordinates the Criminal Record Check (CRC) requests and liaises with the Ministry of Justice on electronic submission of requests for CRCs Works with the Department of Language and Literary Education on applications received for French options, including the French proficiency assessments Monitors files with outstanding graduation and/or certification requirements and ensure they are accurately recorded and updated on the database. Follows up as required. Generates and signs admission and readmission letters of above categories. Coordinates timing of temporary staff assignments with the Management Team and supervises, trains, delegates, evaluates and oversees their work as required Documents and implements internal policies and procedures for admissions, updates and maintains the internal database Participates in Recruitment activities to support recruitment and retention of students to teacher education programs

Document Control and File Maintenance:Maintains, uploads and files transcripts, reference letters and documents received to support student applications, following the established protocol. This includes matching previous applications and matching new documents received to pending applications Responsible for the control of documents and electronic records used in the admissions process; examines submitted documents for appropriateness and authenticity Extracts transcripts available on the SISC from other UBC departments such as Go Global and Enrolment Services Coordinates the requests for irreplaceable documents and ensures copies received are authentic for use in the evaluation of admissions applications Certifies original copies documents and submits stamped documents on behalf of the Faculty of Education to external stakeholders such as the Teacher Regulation Branch (TRB) and Teacher Qualification Service (TQS) Fulfills requests for documentation under the Freedom of Information and Protection of Privacy Act File maintenance such as creating new files for each application received, moving and prepping old files for archiving and purging of confidential records no longer kept

Inquiries:Shares the responsibility of providing front-line responses to all admissions related inquiries (following a set shift schedule). This includes responding to inquiries from prospective and current students (emails, phone calls and in-person inquiries) regarding admissions policies and procedures for all teacher education programs and its unique requirements Interprets and accurately communicates Faculty and University policies and procedures including admissions, registration, eligibility, course availability, deadlines, and refers complex inquiries appropriately Provide basic to moderately complex information on teacher education programs administered by the TEO including BEd, Diploma, Teacher Updater, Unclassified and Visiting students

SOCIAL MEDIA AND WEB SUPPORTUnder the direction of Administrative Manager, create basic content for social media channels and digital signage - storytelling, caption writing and graphic design - using established templates. Schedule social posting. Assist in updating content on TEO's WordPress website (e.g., review and publish career board submissions, draft news updates, edit content upon request, replace PDFs, create web graphics). Build basic Qualtrics and WordPress forms and monitor responses. Photograph events and perform basic photo editing. Prepare email newsletter layouts in Envoke. Assist in content writing for newsletters.

GENERAL
Performs general front counter reception duties while on their shifts. This includes:Booking and confirming advising appointments for prospective students. Greeting guests, visitors and students that come through the TEO front desk. Responding to the TEO's and the Faculty of Education's general information phone line in a professional manner. Responding to, redirecting and triaging a high volume of email inquiries received in the general TEO email accounts. Distributing correspondence or announcements (hardcopy or electronic), mail, courier received in the TEO, as well as outgoing mail. Maintaining office and kitchen supplies and inventory; placing orders as necessary.

Consequence of Error/Judgement



Sound judgment is required in the following operations: Must select and convey pertinent information from comprehensive admissions material, to articulately communicate this in a variety of cases and to recognize complex cases that may require re-direction. Provision of incorrect information before a student applies may cause a student not to apply, or could delay application processing and therefore admissions decisions. In this highly competitive educational field, applicants who are mishandled may seek admission at another institution and could impact admissions targets. Misinformation could also result in hardship to an applicant and could result in admissions appeals. Evaluation of Faculty of Education Diploma students and first year NITEP students transfer credits requires a degree of assessment and could impact admissibility of students to their programs.



The position is expected to exercise judgement to establish work priorities, business processes and procedures to maximize effectiveness. Evaluates whether transcripts, test scores and other documents satisfy Admissions requirements and advises applicants accordingly. Interprets incoming electronic application files for completeness and advises applicants of required information to complete the application process; resolves inconsistencies in application files. Makes admission decisions for some applicant groups.



Interactions with students, faculty, staff and the public are largely unsupervised, and tact and professionalism is required at all times. Negative interactions can result in damage to UBC s reputation and discourage qualified applicants from attending the Faculty of Education. Judgement is required when an issue needs to be referred to another staff person or another office. Inappropriate decisions can result in someone feeling as if they have been given the run-around and generally poor service by UBC.



The improper release of confidential information can create liabilities for UBC with respect to its duties under the Freedom of Information and Protection of Privacy Act, damage UBC s reputation, and discourage qualified applicants from attending UBC s Faculty of Education.



Supervision Received



Reports to and works under the general guidance of Administrative Manager and Manager of Admissions and Recruitment. Works independently and with minimal supervision. Receives direction from Managers and Admissions Officer, with guidance from TEO Program Coordinators, Associate Dean, and Director.



Oral progress reports are required as well as discussion with and direction from Managers on more complex cases. Is expected to act within established policies and procedures. Receives specific instruction on out of the ordinary procedures and routines from Managers.



Supervision Given



Formally trains new staff on work procedures, and/or oversees work of student and/or temporary staff.



Minimum Qualifications



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



High School graduation and one year post secondary diploma and 4 years related experience or the equivalent combination of education and experience.
Computer experience required (Word, Excel required).
Knowledge of BEd program and admission requirements and procedures preferred.
Knowledge of the UBC SISC and SISC Admissions System is an asset.
Effective oral and written communication, interpersonal, customer service and organizational skills.
Ability to perform word processing at 50 words per minute and to operate a normal range of office equipment.
Ability to use word processing, spreadsheet and database applications at an intermediate level.
Ability to prioritize work, multi-task, work under pressure and to meet deadlines.
Ability to exercise tact and discretion.
Ability to maintain accuracy and attention to detail.
Ability to work effectively independently and in a team environment.