Academic Support Analyst

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Student Management, Level A

Job Title

Academic Support Analyst

Department

Business Solutions 3 | Business Solutions and Support | Enrolment Services

Compensation Range

$5,692.25 - $8,179.50 CAD Monthly The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

October 12, 2026

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

March 30, 2029

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.

Job Summary

This role is responsible for overseeing multiple registrarial processes that support academic operational activities in the area of enrolment, registration and progression and the experience of students at the University. This role oversees student records, ensuring compliance with policies, and providing support to faculty and departments across the university. Key duties include setting up approved curriculum changes, overseeing graduation processes, from application management to document distribution, and ensuring the accuracy and security of student records per FOIPOP and UBC regulations. The role involves training staff and students on Enrolment Services procedures and systems, troubleshooting issues, and acting as a subject matter expert in policy interpretation and process improvements. Additionally, this position engages in strategic initiatives and projects to enhance business processes, collaborates on interdepartmental projects, and supports new system and process implementations by testing updates and offering feedback. Building partnerships with stakeholders, this role ensures alignment with academic requirements and policy adherence, while also providing backup support as needed. The role is central to maintaining accurate student records and delivering high-quality support within Enrolment Services on the Okanagan campus.

Organizational Status

This role reports to the Associate Director, Records and Special Projects, and works closely with the Enrolment Services Student and Academic Support teams on both campuses.

This role is expected to work independently, and exercise autonomy without direct supervision. Regularly liaises with faculty and staff from various units across the University, with other units within Enrolment Services, and the general public, such as: UBC faculties and departments, IT Services, Integrated Service Centre, University Counsel, Ceremonies, Equity & Inclusion Office, Go Global, and other Central University units concerned with student records matters.

Work Performed

Manages services for curriculum set up, degree progression and provides guidance on records management, offering support to faculty and other departments.

Develops and assesses student degree progression and records management policies to enhance service delivery.

Identifies, plans, and executes initiatives to improve business processes within the Academic Support portfolio.

Delivers training to faculty, staff, and students on Enrolment Services functions, guiding users in system navigation and compliance.

Oversees the graduation process, including application management, eligibility tracking, and collaboration with other ES staff, Senate, ceremonies staff, faculties, advisors, and students. Ensures the accuracy of graduation parchments and manages the secure distribution of graduation documents.

Enforces adherence to policies to ensure accurate representation of student records, ensuring compliance with FOIPOP and UBC regulations.

Assists in evaluating academic records, verifying progression rules, and identifying and recording academic standings, such as probation or fail status.

Maintains and updates business processes in the departmental knowledge base; provides feedback to improve process efficiency.

Maintains the accuracy and functionality of student systems, testing updates, and system enhancements.

Acts as subject matter expert on policy and enrolment procedures and proactively identifies improvement opportunities.

Responds to or escalates inquiries from faculty, staff, and students; manages escalated issues requiring detailed interpretation of Senate policies.

Accurately communicates complex regulations from the Academic Calendar and identifies potential challenges for resolution.

Coordinates with stakeholders to ensure degree auditing tools align with academic calendar requirements.

Resolves record-keeping issues, ensuring accurate data transfer and payment processing.

Contributes to strategic planning, suggesting changes to policies or procedures and implementing approved improvements.

Identifies and nurtures partnerships with units and faculties, offering expertise to facilitate adherence to university policies.

Participates in new system/software implementation, gathering requirements, building test scenarios, and providing feedback.

Provides backup support across functional areas during peak times, vacations, and staff absences.

Consequence of Error/Judgement

This role is responsible for ensuring service excellence. Inaccuracies, failure to meet deadlines and inability to build relationships and partnerships would have serious consequences. Errors, missed deadlines and ineffective relationships could damage perceptions of Enrolment Services and the University. This could lead to a loss of trust in the institution, negatively affecting its reputation on a broad scale. Furthermore, errors in managing student records can directly impact a student's ability to be admitted to programs, progress academically, or graduate on time, potentially jeopardizing their future education and career prospects.

Supervision Received

Reports to the Associate Director, Records and Special Projects. Works in collaboration with other staff in Enrolment Services. Is expected to meet performance goals and expectations, and will undergo regular performance reviews. Works under general guidelines and procedures, without direct supervision. The incumbent must exercise initiative and sound judgment.

Supervision Given

May provide work direction to clerical or student staff.

• Minimum Qualifications
• Undergraduate degree in a relevant discipline. Minimum of one to two 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

Experience preferably in a student service environment.

Ability to adapt to changing priorities and experience with assisting staff during times of transition.

Experience with policy interpretation and administration.

Computer experience required (Intermediate level understanding of Word, Excel and Outlook).

Experience with Student information systems, intranet navigation and Drupal CMS preferred. Experience with Workday Student an asset.

Effective oral and written communication, interpersonal, client service and organizational skills.

Ability to resolve complex problems which require close attention to detail and creative solutions.

Ability to work independently and a