Staff - Union

##Job Category

BCGEU Okanagan Support Staff

##Job Profile

BCGEU OK Hourly - Support Services Assistant II

##Job Title

Graduate Programs Assistant

##Department

UBCO | Administrative Support | Department of CMPS | Irving K. Barber Faculty of Science

##Compensation Range

$30.96 - $35.51 CAD Hourly

##Posting End Date

April 5, 2026

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

Job End Date

August 31, 2026
This is a leave replacement for a fixed term duration.

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 position provides a broad range of confidential administrative support to the Graduate Program Coordinators within the Irving K. Barber Faculty of Science (FoS). It supports key graduate administrative functions across the Faculty, including process development, applications and admissions, student registration, academic records, progress tracking, degree completion, and data reporting. Additional responsibilities include supporting graduate students and coordinating events such as seminars, workshops, and conferences. The role requires initiative and sound judgement to address issues and resolve administrative challenges, proficiency in database and web-based systems, and the ability to perform general office procedures effectively.

Organizational Status This position received day-to-day direction from the Department Head in relation to administrative support activities and works closely with the Graduate Program Coordinators. Formal reporting for conditions of employment and adherence to the University, Faculty and Departmental policies and procedures is to the Department Manager. The incumbent interacts with students, staff, faculty members, Enrolment Services, Student Development and Advising, Human Resources, College of Graduate Students, Facilities Management and other faculties and schools administration.

Work Performed Provides administrative support:

• Manages the administration of all graduate student hires including Graduate Teaching Assistants (GTA), Graduate Academic Assistants (GAA) and Graduate Research Assistants (GRA).
• Collects, records, uploads, files and/or appropriately disposes of all confidential documents required for student hires (taxes, personal data, and direct deposit).
• Provides set-up information to student employees (CWL, PIN and UBC email information).
• Assigns student hires to appropriate courses in Workday, collects and enters student hire duties into Workday.
• Provides ongoing assistance to TA’s, AA’s appointments with issues pertaining to payroll, facilities, equipment and supplies.
• Prepares and posts Graduate Teaching Assistant positions for Head’s review, and tracking appointments, including salary.
• Adds Instructors and GTA’s to Student Evaluation of Teaching (SEOT) for evaluation purposes.
• Prepares and distributes agendas, documentation and minutes for department meetings, caucus meetings and various committees. Attends meetings and takes minutes.
• Coordinates and schedules appointments.
• Responds to inquiries from students, faculty members, staff, other UBC departments and the general public.
• Coordinates and schedules appointments, conferences, meetings, special events and functions for internal and external venues.
• Distributes general and departmental announcements.

Assists Graduate Program Coordinators:

• Provides general information to current and pre-admission graduate students with academic program options, transfer credit, course selection and registration.
• Assesses graduate applications and admissions, including calculating grade point average (GPA) and cross-referencing international qualifications.
• 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 the department.
• Performs degree audits to ensure students have completed degree requirements.
• Assists students with course selection and registration for graduate programs.
• Works with the Student Information Services Centre (SISC) program to access student information when required.
• Drafts agendas, records and transcribes meeting minutes and ensures the progress of action items.
• Consults with the College of Graduate Studies to resolve problems and/or discrepancies in academic records.
• Assists with assignment and monitoring of graduate awards and scholarships as recommended by the Faculty.
• Oversees tracking of student performance and notifies Graduate Program 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.

Assists with communication relating to graduate students:

• 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 faculty 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 programs with schedules and timetables.
• Revises and maintains course timetabling in response to program policy changes.
• Coordinates and publicizes graduate student research seminars
• Announces thesis defenses and processing related tasks

Provides administrative support to the Department Faculty members:

• Tracks and maintains Graduate Students' applications, progress, awards and annual reports. Reminds supervisors of timelines for various reports.

• Books rooms and equipment.

• Initiates and tracks security access requests.

• Creates print materials for guest speakers, promotion of courses and events.

• Archives graduate student records and files.

• Serves as a liaison to the College of Graduate Studies and provides coordination services as necessary.

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

• Coordinates graduate student office allocations.

Support of Events and Courses

• Assists with organizing seminars, workshops, conferences, guest speakers and other events including booking facilities, arranging catering, arranging travel, organizing material, expenditures and registration for such events.
• Request events to be added to the Events Portal.
• Creates digital and print advertising.
• Creates print materials for promotion of courses.

Performs other related duties as required, including assisting the other Department Assistant as needed and providing coverage while the other Department Assistant is away.

Consequence of Error/Judgement This position has access to confidential correspondence and personal information for staff, students and faculty. This position has access to sensitive student record information. Errors have a direct impact on student academic records. Poor judgment or errors in processing confidential materials and correspondences could have an adverse effect on the work of the Department Head. Access to this wide range of information requires the employee to exercise judgment in maintaining the confidentiality of the information. A breach of privacy and policy may have serious financial implications to the University. Must be able to exercise a great deal of judgment and initiative in dealing with administrative matters where there are no established policies, procedures or guidelines.

Supervision Received This position reports to the Department Manager, with general direction and guidance from the Department Head. This position carries out familiar phases of work independently and in accordance with established procedures; however, it is expected to take the initiative, problem-solve, determine a course of action, and follow through independently without supervision.

Supervision Given The position is not responsible for supervising others.

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

• Undergraduate Degree in a relevant discipline.

• Over three years of related experience or an equivalent combination of education and experience.

Preferred Qualifications

• Experience in a university setting providing administrative assistance to executives is preferred.

• Demonstrated intermediate skills in MS Office software which includes Word, Excel, Access, Publisher, Outlook and PowerPoint.

• Demonstrated knowledge of Adobe PDF.

• Knowledge of University policies and procedures is an asset.

• Ability to maintain accuracy and attention to detail.

• Excellent oral and written communication skills required.

• Ability to effectively manage multiple tasks and priorities.

• Excellent organizational skills are required.

• Ability to ensure efficient records management procedures and practices required.

• Ability to take and transcribe accurate minutes and ability to perform word processing at 60 words per minute.

• Ability to work under pressure to meet deadlines in a hectic environment, exercising confidentiality, sensitivity, tact and discretion.

• Ability to deal with a diversity of people in a calm, courteous, and effective manner.

• Ability to exercise confidentiality, sensitivity, tact and discretion.

• Demonstrated ability to work both independently and within a team environment.

• Ability to prioritize work, multi-task and work under pressure to meet deadlines in a hectic environment.

About Us

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

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, and/or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at

workplace.accessibility@ubc.ca

.