Registration and Administration Associate

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Program Assistant 2 (Gr5)

Job Title

Registration and Administration Associate

Department

Administration and Communications | Continuing Professional Development | Faculty of Medicine

Compensation Range

$4,443.00 - $4,668.00 CAD Monthly

Posting End Date

October 14, 2026

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

Job End Date

Ongoing

 

 

 

 

Applicants are encouraged to submit a cover letter. Selected candidates will be required to complete an assessment as part of the recruitment process.

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 Registration and Administration Associate position supports the registration processes among all UBC CPD programs and provides external support to learners and administrative support to colleagues. This role links registration functions between external partners and internal workflows, including  data entry, pre- and post-event communications, occassional in-person and online event support, office administration and financial processing.  

 

The Registration and Administration Associate completes tasks associated with registration functions, including systems management and documentation, learner records and reporting, event support and communication, and financial processing, with a strong focus on positive learner experiences and effective internal processes.

Organizational Status
The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world. Since 1915, UBC’s entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning. At UBC, bold thinking is given a place to develop into ideas that can change the world.

Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

UBC Faculty of Medicine Vision: To Transform Health for Everyone

The Faculty of Medicine - comprised of approximately 2,700 administrative support, technical/research and management and professional staff, as well approximately 600 full-time academic and over 10,000 clinical faculty members - is composed of 19 academic basic science and/or clinical departments, 3 schools, and 26 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

Reports to the Registration Specialist and works collaboratively among UBC CPD teams.

Work Performed

Registration systems management and documentation

• Enters customized registration details for learning activities, including webinars, conferences and eLearning modules with unique needs
• Solves online registration system issues and escalates complex issues to the appropriate resources
• Creates and updates standardized registration procedures, policies, and workflows in collaboration with the UBC CPD team
• Updates the registration training manual and communicates changes
• Participates in regular meetings with the registration team and internal teams to provide registration updates on tasks and progress with Asana
• E-mailing relevant materials to individuals requesting information on a course
  

Learner records and reporting

• Maintains accurate learner records among several registration and communication systems, including duplicate accounts and registrations issues, and identifying any data anomalies and escalating these issues

• Clears unpaid learner accounts prior to the commencement of the learning activity
• Provides registration updates and reports, as required
• Ensures data compliance for privacy and confidentiality
• undefined

Financial processing and administration

• Process registration-related refunds in accordance with the cancellation policy specific to each course or event
• Prepares financial reports and supports quarterly forecasting as needed
• Resolve outstanding payments, resolves vendor and payment processing issues with UBC CPD & UBC Central Finance teams, including refund and payments; escalates complex issues as necessary
• Uses tact and discretion when discussing problems and eliciting sensitive or confidential information regarding payments
• Understand and adhere to policies and procedures of CPD's third party payment systems
• Reconciles and allocates registration fee payments through the UBC finance processing system
• Sorts and distributes incoming mail to CPD staff (as needed)
• Handles couriered items for the CPD staff (as needed)
• Maintains office supplies inventory and coordinates monthly supply orders
• Update and maintain master files for speakers and sponsors
• Ensures accuracy and completeness of shipping materials
• Additional administrative support, as required

Event support and communication

• Responds to learner inquiries and solves issues related to registration status, account errors, technical issues or payment processing
• Communicates with prospective registrants to inform them of vacancies in limited registration courses if on waiting list
• Plans and produces customized conference packages for multiple conferences at the same time with varying deadlines and details, including:
  • using data manipulation from the registration system
  • use Microsoft Excel to organize reports and merge information for badge creation
  • Use Microsoft Word to create name badge and report templates
  • Plans advance preparation of supplies and materials for each event
  • As requested, provides assistance onsite at conferences and events, including the preparation and distribution of participant kits, greeting guests, providing directions, packing and unpacking supplies
  • Liases clearly and proactively with program assistants about changes, adjustments or registration issues with individual programs

Consequence of Error/Judgement

The Role of the Registration and Administration Associate interacts directly with learners and external collaborators. Failure to exercise tact and good judgement could result in negative reputational consequences for the organization. Failure to comply with accreditation and financial policies poses operational risk.

Supervision Received
Works collaboratively under minimal supervision and reports to the Registration Specialist.

Supervision Given
May provide occasional oversight to part-time staff or co-op students in the completion of tasks.

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

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion 

Preferred Qualifications

• Experience working with complex registration systems is an asset.

• Significant customer service experience required.
• Ability to effectively use Word, Excel, Outlook, Internet, and databases preferred at an intermediate level.
• Effective oral and written communication, interpersonal, customer service and organizational skills.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to accurately proofread spelling, grammar and punctuation.
• Ability to be polite and pleasant on the phone and in person.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to be accurate with attention to detail.
• Ability to work both independently and in a team environment.
• Ability to lift and move boxes, up to 10 kg.
• Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
• Ability to anticipate problems and issues and plan ahead.
• Experience in writing code/HTML is an asset. 

Equity and diversity are essential to academic excellence.  An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.  We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. 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, or Indigenous person.