Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant II

Job Title

IGS Program and Research Admin Assistant

Department

UBCO|Administrative Support|Research IGS|Irving K Barber School

Compensation Range

$4,695.00 - $5,385.00 CAD Monthly

Posting End Date

August 31, 2025

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

Job End Date

Ongoing

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 Description Summary

This position provides a wide range of confidential administrative support to the Graduate
Program Coordinators in the Irving K. Barber Faculty of Arts and Social Sciences (FAS). This position supports multiple key university graduate administrative services in FASS including: development of processes, application and admissions, student registration, records and progress tracking, degree completion and data reporting. This position works in conjunction with the College of Graduate Studies, Enrollment Services and the departments within FASS.

Job Description Summary

This position provides a wide range of confidential administrative support to the IGS Theme Coordinators in the Irving K. Barber Faculty of Arts and Social Sciences (FASS), as well as support for the Faculty Manager, Research, Graduate and Postdoctoral Studies. This position supports multiple key university graduate administrative services in FASS including: development of processes, application and admissions, student registration, records and progress tracking, degree completion and data reporting. This position works in conjunction with the College of Graduate Studies, Enrolment Services and the departments within FASS, as well as the Associate Dean’s office.

Organizational Status

This position works closely with IGS Theme Coordinators but reports directly to the Manager Research, Graduate and Postdoctoral Studies. This position works as a first-line resource person for the Interdisciplinary Graduate Studies Program within FASS. This position acts as liaison to various areas and departments including the AVP Academic and Research Office, the Office of the Deputy Vice-Chancellor (DVC) and Principal, Development and Alumni Engagement, University Relations, College of Graduate Studies, Centre for Scholarly Communication, Centre for Teaching & Learning, Library, IT, Media and Classroom Services and Facilities Management. The role responds to inquiries from faculty, staff, students and the general public.

Work Performed Graduate Studies

Assists IGS Theme Coordinators:

• Provides general information to current and pre-admission FASS graduate students with academic program options, transfer credit, course selection and registration.

• Prioritizes and directs incoming tasks for timely and appropriate actions and responses.

• Provides support for recruitment through assessment of International students and institutions.

• Monitors changes to university academic and administrative policies; assists with development and review of policies and procedures relating to graduate programs in FASS.

• Performs degree audits to ensure students have completed degree requirements.

• Assists students with course selection and registration for FASS graduate programs.

• Works with the Student Information Services Centre (SISC) program to access student information when required.

• Oversees tracking of student performance and notifies IGS Theme Coordinators regarding withdrawals, provisional/probationary standings.

• Ensures proper submission of student and faculty administrative forms.

• Coordinates with the College of Graduate Studies and external institutions.

• Schedules IGS courses and Directed Studies courses, in collaboration with instructors, departments, and the Enrolment Services office.

• Coordinates GS Travel Grant process including producing the forms, keeping track of winners and sending out letters

• Coordinates the assignment and monitoring of graduate awards and scholarships as recommended by the Faculty. Assesses graduate applications and admissions, including calculating Grade Point Averages (GPA) and cross referencing international qualifications, and providing notes and additional input for admission committee review.

• Organizes, communicates, and assists with scheduling thesis oral defenses in collaboration with the College of Graduate Studies.

Assists with communication:

• Maintains information flow to students regarding notification of critical dates and deadlines (i.e. annual progress reports, graduate supervision, course registration and graduation deadlines).
• Ensures that the graduate website content is accurate, clear, updated in a timely manner and consistent across all FASS sites as required.
• Works with the Faculty Service Centre (FSC) to send out class notices and verify grade submissions.
• Prepares and updates promotional materials for ongoing recruitment programs.
• Updates program related documents such as Graduate Program regulations and related information such as handouts, forms and web entries.
• Processes and maintains student records and databases.
• Assists graduate and programs with schedules and timetables.
• Revises and maintains course timetabling in response to program policy changes.
• Coordinates and publicizes graduate student research seminars.

Research

Administrative support to the Manager, Research, Graduate and Postdoctoral Studies, and the Associate Dean:

• Handles confidential materials and advises faculty of deadlines and required information for documentation submissions.
• Produces monthly bulletins to alert the Departments about upcoming grants.
• Receives and reviews research grant documentation from faculty for completeness and accuracy, forwarding to ORS.
• Secures all faculty research grant documentation and limits access to confidential and sensitive related faculty documentation.
• Coordinates the annual Undergraduate Research Awards program.

Performs general office duties:

• Collects course outlines and assures quality control.

• Assists with faculty evaluations and comprehensive exam coordination.

• Archives FASS graduate student records and files.

• Coordinates and acts as liaison to IT, Media and Classroom Services.

• Coordinates graduate student office allocations

• Schedules meetings, prepares meeting materials in consultation with the Manager, taking, transcribes and disseminates minutes and tracks follow-up items for committees within the portfolio

• Initiates and processes requisitions for payment/expenses relating to Associate Dean, faculty and research portfolios

Performs other related duties as required.

Consequence of Error/Judgement

Judgment requires knowledge of University, FASS and the College of Graduate Studies admission requirements, policies and procedures. Providing incomplete or inaccurate information or advice to students can adversely impact the FASS s ability to recruit students and can impact students’ ability to achieve their academic and professional goals and could result in academic appeals or lawsuits. Inability to work cooperatively with students, faculty and staff may jeopardize the effective provision of services to students. This position has access to confidential student records and materials and processes information into student records in an online system; accuracy and confidentiality are crucial. Errors have a direct impact on student academic records. The accurate and timely processing of curriculum and related proposals ensures efficient implementations. Delays in timing or errors in processing curriculum items could impact the implementation of proposals. Accuracy and speed and the ability to meet deadlines are critical. Errors could result in unnecessary expenditures, which could lead to financial hardship or missed opportunities for effective delivery of services to students, faculty and staff.

Supervision Received

This position reports to the Manager, Research, Graduate and Postdoctoral Studies, for day-to- day activities related to the portfolio, and to the Manager of Administration and Operations with regards to conditions of employment and University, Faculty and Departmental policies and procedures. Overall objectives are determined in consultation with the Graduate Coordinators within the departments. Within those guidelines, this position works independently, determining priorities as necessary. Guidance is received in matters of strategic significance.

Supervision Given

This position does not supervise any other employees.

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

• Undergraduate degree.

• Over three years of related administration experience, or an equivalent combination of education and experience is required.

• Intermediate proficiency level required in MS Office software, including Word, Excel, PowerPoint, Outlook, Adobe products, with a typing speed of 60 words per minute.

• Familiarity with Web-development software required.

• Strong attention to detail, accuracy, and presentation of information.

• Demonstrated customer service skills are essential.

• Effective oral and written communication, problem-solving, interpersonal, multitasking and organizational skills.

• Knowledge of university policies and procedures an asset.

• Demonstrated ability to work under pressure and to meet deadlines while being courteous and helpful.

• Ability to work both independently and within a team environment, exercising tact and discretion when handling sensitive or confidential issues.