The GSS Office is open. For COVID-19 pandemic updates and support information for UBC graduate students, click here
System Administration Assistant – Winter 2021

System Administration Assistant – Winter 2021

Become an integral member in the development and management of UBC GSS’ system infrastructure. The GSS represents the 10,000 graduate students at UBC Vancouver. We get graduate students talking about important issues and inspire them to enjoy an active and balanced campus life.

Working with the Marketing and Communications Director, you’ll be improving the efficiency and productivity of GSS’ day-to-day operations, as well as improving the delivery of the Society’s goal of engaging the UBC graduate student community with our work.


  • Planning, design, implementation, configuration, maintenance and optimization of current and new systems in the Society’s IT infrastructure, hardware and software, e.g. server and virtual machines, or Microsoft and applications
  • Supports and troubleshoots IT-related issues as they arise
  • Participates in IT projects, including acting as technical lead / subject matter expert for assigned projects
  • Architects and develops a framework of processes, practices and standards pertaining to system administration, including exploring cloud SaaS options and services offered on Microsoft Azure, Power Automate, 365 Administration, etc.
  • Identifies opportunities and proposes solutions for continuous improvement
  • Manages & liaises with service providers, vendors, and external consultants
  • Assists in analysis, troubleshooting and resolution of systems infrastructure, hardware, software and networking issues
  • Other duties as required


  • The student will receive an Orientation to the work of the GSS from the General Manager covering areas like the structure of the team, function of the society as well as practical areas like health and safety.
  • The Communications and Marketing Director will provide an orientation to the web and digital communications activities of the Society, and the brand guidelines.
  • Ongoing training and supervision is provided by the Communications and Marketing Director


  • Experience working in a communications environment, meeting other communications / IT professionals on campus and gathering knowledge from professional staff.
  • Working with graduate student executives. An opportunity to understand more about their work and how student run societies operate
  • The opportunity to attend in-house training and events organized for graduate students.
  • General career mentorship from the Communication and Marketing Director in areas such as: interacting successfully with staff and faculty, developing a portfolio, and advice about future job applications.


  • The student will work in the same office as the Communications and Marketing Director, and communication, questions, ideas and suggestions are encouraged. They are an essential part of a good communications team.
  • Weekly opportunities to meet one on one with supervisor to discuss performance.
  • At the end of the period and possibly after the completion of individual projects there will be a general debrief about the role. This is an opportunity discussion, suggestions for improvements and recognition of successes.


For students interested in working in computing or system administration fields, working as part of a team delivering intranet functionalities is invaluable. This work provides hands on experience that relates directly to real world jobs in the communications or system administration fields.

By the end of the work term, the System Administration Assistant will have gained:

General Skills:

  • Experience of working in a professional office environment, serving the needs of graduate students
  • Enhanced communication skills. By being a member of a team, the System Administration Assistant will enhance their listening skills and ability to communicate ideas clearly.
  • Increased confidence in leadership skills by taking the initiative on developing online and IT projects independently
  • Effective time management skills by managing deadlines and learning how to prioritize urgent items.
  • Students will learn to problem solve proactively to research meet deadlines and support campaigns.

Specific skills in this role:

  • Hands-on experience of working on internal communications or IT systems for an organization
  • Experience of design and development of technical IT infrastructure and functionality, data management, as well as user interface and user experience design
  • Deeper understanding of system administration
  • The opportunity to develop items for a portfolio, that can support coursework or future job applications, for example a specific module or design element on an intranet



  • A UBC graduate student preferred
  • Excellent team player and self-motivated learner
  • Superb computer and analytical skills – you understand business requirements as they pertain to core user systems and platforms
  • Strong time management and project coordination skills
  • Strong communication skills – you can communicate with internal end users to provide expertise in plain language and maintain relationships with external vendors
  • Excellent Attention to detail
  • Strong organizational skills
  • Ability to work independently with minimal supervision

Technical Skills:

  • Education or experience with system administration, computer science, or related fields
  • Aptitude for systems administration support, problem solving through computational thinking, or data management
  • A minimum of basic knowledge or skills in IT or system administration preferred
  • Experience working with Microsoft services: Microsoft Azure, Microsoft Exchange, Power Automate, SharePoint Administration would be a bonus
  • Knowledge or experience with other cloud-based services, e.g. AWS or Google Cloud would be a bonus


The GSS (Graduate Student Society) serves the 10,000 graduate students at UBC Vancouver, helping them have the best experience possible during their studies. We connect graduate students with campus resources, opportunities, and social events. We provide everything from individual support for students, to advocacy at provincial and federal levels on the most important issues graduate students face. The GSS is located at Thea Koerner House, which has been the center of graduate student life on campus since it was opened in 1962.

Ensuring an inclusive and diverse workplace is a key value of the GSS. We welcome people of diverse backgrounds, abilities, and perspectives, and are proud to promote a supportive work environment.

Start & End Dates
September 1, 2021 – August 31, 2022

Pay & Hours
Part-time (8 hours/week) – $22.23 per hour

Deadline to Apply
August 13, 2021

How to apply
UBC CareersOnline through the position title and ID number: WL W21 System Administration Assistant (890458)

Please submit a cover letter and resume (PDF) that details experience and training specifically relevant to the requirements of the position.

We thank all candidates in advance for their interests in the position. However, only those selected for interviews will be contacted. No phone calls or follow-up emails, please.

Study Room, Thea Koerner House, UBC

GSS Loft, Rm. 4202 of AMS Student Nest, UBC

Leon’s Lounge, Thea Koerner House, UBC

Thea’s Lounge, Thea Koerner House, UBC

Penthouse, Thea Koerner House, UBC