Grad Student Support
About the role
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Grad Student Support 3 (Gr8)
Job Title
Grad Student Support
Department
Administrative Support | Department of Central Eastern and Northern European Studies
Compensation Range
$4,739.00 - $5,102.00 CAD Monthly
Posting End Date
July 16, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
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 supports the maintenance and growth of the graduate program in the Department of Central, Eastern and Northern European Studies (CENES) by coordinating and providing administrative support for the management of graduate student records, admissions, registration, course scheduling (Timetable Representative), awards, MA and PhD thesis defenses, and orientation. The Graduate Program Assistant (GPA) works with faculty on the development of graduate academic initiatives by assisting with the design, delivery, and evaluation of services and programs that support student success.
Organizational Status
Reports directly to the Administrator, while also working closely with the Director of Graduate Studies and the Department Head.
Work Performed
GRADUATE PROGRAM
-
Provides coordination and student support for CENES graduate program processes, from coordinating all formal aspects from the admissions process through to graduation, including identification and resolution of complex issues that arise such as evaluating transfer credits and processing exemptions, leaves, and extensions. Also provides support to visiting students, postdoctoral fellows, etc.
-
Provides front-line assistance to current and prospective students for the graduate program (MA and PhD) and responds to all oral and written inquiries from local, national and international persons regarding program requirements of an interpretive nature.
-
Acts as administrative liaison with the Faculty of Graduate and Postdoctoral Studies (G+PS), overseeing and coordinating student requests to G+PS.
-
Reviews academic progress of graduate students and flags relevant deadlines as appropriate.
-
Maintains graduate students files, grades and progress reports, ensures that requirements are met and necessary documents are sent to Faculty of G+PS in time for graduation.
-
Conducts regular checks for student registration and record concerns such as missing grades, unfulfilled admission conditions, forgotten registrations, leaves etc. and ensures students meet academic progress deadlines for exams, advancing to candidacy and program completion.
-
Participates in strategic program development; suggesting new ideas for consideration and implementation.
-
Resolves complex problems related to graduate students in consultation with Director of Graduate Studies.
-
Oversees all aspects of graduation, including contacting faculty and students to schedule final MA defences and comprehensive exams, submission of program materials, application for graduation, graduate surveys.
-
Processes paperwork for graduation; creating checklist for student graduation, liaising with G+PS for any problem situations leading up to the graduation deadline.
-
Maintains student records, alumni database, program websites, mailing lists and creates and maintains a program manual.
-
Supports graduate student recruitment efforts in consultation with Director of Graduate Studies, including creating and disseminating promotional materials.
-
Attends regular G+PS check ins, information sessions and workshops to ensure program is up to date with changing policies and procedures.
-
Processes graduate student key requisitions and after-hours office access
-
Organizes graduate office space audit and facilitates subsequent changes as needed
-
Supports, coordinates, and assists with promoting experiential learning opportunities such as graduate student co-op and study abroad exchange
-
Identifies and maintains community partners for graduate student co-op placements in consultation with the Director of Graduate Studies
GRADUATE ADMISSIONS
- Administers all aspects of the admission process and resolves any complex problems involving the program with the support of the Director of Graduate Studies and the Department Head.
- Advises applicants in area of admission criteria, i.e. program requirements, program planning, application requirements, immigration documentation, and employment authorization.
- Performs initial evaluation/interpretation of specialized qualifications and education transcripts and assembles all necessary documents from the applications for the assessment process.
- Identifies and offers solutions to cases requiring special adjudication based on policies and procedures of the Department and University.
- Prepares recommendations for acceptances and notifications of rejection to applicants.
- Updates and maintains records of admission and applicants.
- Prepares, maintains and distributes orientation information to new students, answers queries regarding transportation, accommodation, local amenities , etc.
- Provides administrative support and suggestions to the Graduate Advisory Committee and sits on graduate advisory committees as applicable.
- Attends and assists the Director of Graduate Studies at meetings, takes notes, and informs of any significant business for discussion, prepares faculty and student materials for the meetings.
- Updates the graduate program guidelines in consultation with the Director of Graduate Studies and the Graduate Advisory Committee.
- Manages the online application system and provides support to applicants and graduate faculty evaluators regarding the online application functions.
GRADUATE AWARDS AND FUNDING
-
Coordinates awards and scholarships competition processes, and informs students and faculty of procedures, requirements and deadlines.
-
Follows up on the awards by managing all required documents, follows up on missing information, and ensures successful award recipients receive awards, liaising directly with G+PS as needed.
-
Administers nominations and ranking for student awards, assists in determining eligibility of applications, collects information and drafts into appropriate format for decision making in consultation with the Director of Graduate Studies and the Graduate Advisory Committee.
-
Ensures that eligible students have appropriate awards application resources in advance of the application deadline(s), including co-organizing an award information workshop with Director of Graduate Studies.
-
Administers annual endowment and scholarship funding to graduate student cohort, in consultation with Director of Graduate Studies
-
Assists graduate students with funding inquiries and detailed annual breakdowns, as required.
-
Identifies new opportunities to increase graduate student funding and awards, in consultation with the Director of Graduate Studies.
STUDENT POSITIONS
-
Responsible for postings, applications, appointments and evaluation documentation for CENES Teaching Assistant positions.
-
Ensures that Teaching Assistant hiring is in accordance with CUPE 2278 regulations and schedules the mandatory CUPE 2278 orientation as required.
-
Prepares student hire files including necessary documents, i.e., work permit and SIN.
-
Processes all student hires in Workday Student, including Teaching Assistants, Research Assistants and Academic Assistants.
-
Processes all Postdoctoral Fellowship hires in Workday Student.
COURSE SCHEDULING
-
Works jointly with the Department Head in preparing the timetables offered by the CENES Department.
-
As the Timetable Representative (T-Rep), responsible for scheduling of all CENES courses in Scientia/Workday including instructors, course times, locations, modes of delivery, room bookings and other relevant details, in consultation with Enrolment Scheduling Services and the Department Head.
-
Serves as final exam coordinator with Exam Scheduling Services on behalf of department.
-
Compiles course syllabi from instructors for departmental electronic archive.
-
Creates course posters for all departmental courses and helps organization distribution, in consultation with the Undergraduate Program Assistant.
-
Sets up and coordinates Teaching Evaluations; reviews list of courses/instructors with Course Evaluation Team; corrects missing/incorrect information; ensures instructors are evaluated for their courses only.
-
Conducts statistical research, compiles data and organizes it into appropriate format and presents recommendations to the Graduate Program Advisor and the Department Head and/or Administrator.
-
Uses the Arts Tableau data analytics site to generate reports for the Director of Graduate Studies, the Department Head and/or Administrator to aid with scheduling strategic planning.
OTHER DUTIES
-
Supports departmental event planning and execution, including Imagine Day, Careers Night, CENES First Year Events and other internal/external events as needed
-
Provides administrative support to the Director of Graduate Studies, faculty committees, Associate Head, Department Head and Administrator as required.
-
In lieu of a receptionist executes general office duties and reception tasks as required and other duties related to the qualifications and requirements of the job.
-
Performs other duties as required.
Consequence of Error/Judgement
This position interacts directly with students, faculty members and the academic community on issues concerning admissions, registration and graduation. The incumbent must be able to work independently and be able to recognize when matters must be brought to the attention of the Administrator, Director of Graduate Studies and/or Department Head.
Errors in performance of the above-related duties, breaches of confidence, or ill-mannered behaviour directly affect the reputation of the Department of Central, Eastern and Northern European Studies. The duties involved in this position are mostly time-sensitive with firm deadlines that must be met. Incorrect or inappropriate decisions may jeopardize graduate students' academic progress and their ability to graduate or acquire funding for their studies, and scheduling errors may affect enrolment in departmental courses as well as the credibility of the Department and the University.
Supervision Received
Reporting to the Administrator, the individual is expected to work independently and supports the Director of Graduate Studies and Department Head.
Supervision Given
The incumbent may supervise temporary staff or student workers. May provide training to other staff.
Minimum Qualifications
High School graduation, plus two year post secondary diploma, plus four 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 in Arts graduate program highly preferable. Ability to work effectively, quickly, and diplomatically with a wide variety of persons.
- Ability to analyze problems, identify key information and issues, and effectively resolve issues that arise.
- Ability to exercise a high degree of judgement, tact, discretion and initiative in all areas of responsibility.
- Highly effective analytical, oral and written communication, organizational, and conflict resolution skills.
- Ability to work independently and as a member of a team. Ability to provide quality service to customers in a courteous, patient manner. Ability to exercise cultural sensitivity when dealing with international students and working within an intercultural setting. Ability to gather, record, and organize information. Competence in taking initiative, organization, prioritization and meeting deadlines. Must exhibit high level of accuracy and attention to detail. Ability to exercise judgement under pressure and demonstrate initiative when handling matters of a complex, non-routine nature. Experience with Workday and proficiency with Microsoft Office Suite required.
Grad Student Support
About the role
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Grad Student Support 3 (Gr8)
Job Title
Grad Student Support
Department
Administrative Support | Department of Central Eastern and Northern European Studies
Compensation Range
$4,739.00 - $5,102.00 CAD Monthly
Posting End Date
July 16, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
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 supports the maintenance and growth of the graduate program in the Department of Central, Eastern and Northern European Studies (CENES) by coordinating and providing administrative support for the management of graduate student records, admissions, registration, course scheduling (Timetable Representative), awards, MA and PhD thesis defenses, and orientation. The Graduate Program Assistant (GPA) works with faculty on the development of graduate academic initiatives by assisting with the design, delivery, and evaluation of services and programs that support student success.
Organizational Status
Reports directly to the Administrator, while also working closely with the Director of Graduate Studies and the Department Head.
Work Performed
GRADUATE PROGRAM
-
Provides coordination and student support for CENES graduate program processes, from coordinating all formal aspects from the admissions process through to graduation, including identification and resolution of complex issues that arise such as evaluating transfer credits and processing exemptions, leaves, and extensions. Also provides support to visiting students, postdoctoral fellows, etc.
-
Provides front-line assistance to current and prospective students for the graduate program (MA and PhD) and responds to all oral and written inquiries from local, national and international persons regarding program requirements of an interpretive nature.
-
Acts as administrative liaison with the Faculty of Graduate and Postdoctoral Studies (G+PS), overseeing and coordinating student requests to G+PS.
-
Reviews academic progress of graduate students and flags relevant deadlines as appropriate.
-
Maintains graduate students files, grades and progress reports, ensures that requirements are met and necessary documents are sent to Faculty of G+PS in time for graduation.
-
Conducts regular checks for student registration and record concerns such as missing grades, unfulfilled admission conditions, forgotten registrations, leaves etc. and ensures students meet academic progress deadlines for exams, advancing to candidacy and program completion.
-
Participates in strategic program development; suggesting new ideas for consideration and implementation.
-
Resolves complex problems related to graduate students in consultation with Director of Graduate Studies.
-
Oversees all aspects of graduation, including contacting faculty and students to schedule final MA defences and comprehensive exams, submission of program materials, application for graduation, graduate surveys.
-
Processes paperwork for graduation; creating checklist for student graduation, liaising with G+PS for any problem situations leading up to the graduation deadline.
-
Maintains student records, alumni database, program websites, mailing lists and creates and maintains a program manual.
-
Supports graduate student recruitment efforts in consultation with Director of Graduate Studies, including creating and disseminating promotional materials.
-
Attends regular G+PS check ins, information sessions and workshops to ensure program is up to date with changing policies and procedures.
-
Processes graduate student key requisitions and after-hours office access
-
Organizes graduate office space audit and facilitates subsequent changes as needed
-
Supports, coordinates, and assists with promoting experiential learning opportunities such as graduate student co-op and study abroad exchange
-
Identifies and maintains community partners for graduate student co-op placements in consultation with the Director of Graduate Studies
GRADUATE ADMISSIONS
- Administers all aspects of the admission process and resolves any complex problems involving the program with the support of the Director of Graduate Studies and the Department Head.
- Advises applicants in area of admission criteria, i.e. program requirements, program planning, application requirements, immigration documentation, and employment authorization.
- Performs initial evaluation/interpretation of specialized qualifications and education transcripts and assembles all necessary documents from the applications for the assessment process.
- Identifies and offers solutions to cases requiring special adjudication based on policies and procedures of the Department and University.
- Prepares recommendations for acceptances and notifications of rejection to applicants.
- Updates and maintains records of admission and applicants.
- Prepares, maintains and distributes orientation information to new students, answers queries regarding transportation, accommodation, local amenities , etc.
- Provides administrative support and suggestions to the Graduate Advisory Committee and sits on graduate advisory committees as applicable.
- Attends and assists the Director of Graduate Studies at meetings, takes notes, and informs of any significant business for discussion, prepares faculty and student materials for the meetings.
- Updates the graduate program guidelines in consultation with the Director of Graduate Studies and the Graduate Advisory Committee.
- Manages the online application system and provides support to applicants and graduate faculty evaluators regarding the online application functions.
GRADUATE AWARDS AND FUNDING
-
Coordinates awards and scholarships competition processes, and informs students and faculty of procedures, requirements and deadlines.
-
Follows up on the awards by managing all required documents, follows up on missing information, and ensures successful award recipients receive awards, liaising directly with G+PS as needed.
-
Administers nominations and ranking for student awards, assists in determining eligibility of applications, collects information and drafts into appropriate format for decision making in consultation with the Director of Graduate Studies and the Graduate Advisory Committee.
-
Ensures that eligible students have appropriate awards application resources in advance of the application deadline(s), including co-organizing an award information workshop with Director of Graduate Studies.
-
Administers annual endowment and scholarship funding to graduate student cohort, in consultation with Director of Graduate Studies
-
Assists graduate students with funding inquiries and detailed annual breakdowns, as required.
-
Identifies new opportunities to increase graduate student funding and awards, in consultation with the Director of Graduate Studies.
STUDENT POSITIONS
-
Responsible for postings, applications, appointments and evaluation documentation for CENES Teaching Assistant positions.
-
Ensures that Teaching Assistant hiring is in accordance with CUPE 2278 regulations and schedules the mandatory CUPE 2278 orientation as required.
-
Prepares student hire files including necessary documents, i.e., work permit and SIN.
-
Processes all student hires in Workday Student, including Teaching Assistants, Research Assistants and Academic Assistants.
-
Processes all Postdoctoral Fellowship hires in Workday Student.
COURSE SCHEDULING
-
Works jointly with the Department Head in preparing the timetables offered by the CENES Department.
-
As the Timetable Representative (T-Rep), responsible for scheduling of all CENES courses in Scientia/Workday including instructors, course times, locations, modes of delivery, room bookings and other relevant details, in consultation with Enrolment Scheduling Services and the Department Head.
-
Serves as final exam coordinator with Exam Scheduling Services on behalf of department.
-
Compiles course syllabi from instructors for departmental electronic archive.
-
Creates course posters for all departmental courses and helps organization distribution, in consultation with the Undergraduate Program Assistant.
-
Sets up and coordinates Teaching Evaluations; reviews list of courses/instructors with Course Evaluation Team; corrects missing/incorrect information; ensures instructors are evaluated for their courses only.
-
Conducts statistical research, compiles data and organizes it into appropriate format and presents recommendations to the Graduate Program Advisor and the Department Head and/or Administrator.
-
Uses the Arts Tableau data analytics site to generate reports for the Director of Graduate Studies, the Department Head and/or Administrator to aid with scheduling strategic planning.
OTHER DUTIES
-
Supports departmental event planning and execution, including Imagine Day, Careers Night, CENES First Year Events and other internal/external events as needed
-
Provides administrative support to the Director of Graduate Studies, faculty committees, Associate Head, Department Head and Administrator as required.
-
In lieu of a receptionist executes general office duties and reception tasks as required and other duties related to the qualifications and requirements of the job.
-
Performs other duties as required.
Consequence of Error/Judgement
This position interacts directly with students, faculty members and the academic community on issues concerning admissions, registration and graduation. The incumbent must be able to work independently and be able to recognize when matters must be brought to the attention of the Administrator, Director of Graduate Studies and/or Department Head.
Errors in performance of the above-related duties, breaches of confidence, or ill-mannered behaviour directly affect the reputation of the Department of Central, Eastern and Northern European Studies. The duties involved in this position are mostly time-sensitive with firm deadlines that must be met. Incorrect or inappropriate decisions may jeopardize graduate students' academic progress and their ability to graduate or acquire funding for their studies, and scheduling errors may affect enrolment in departmental courses as well as the credibility of the Department and the University.
Supervision Received
Reporting to the Administrator, the individual is expected to work independently and supports the Director of Graduate Studies and Department Head.
Supervision Given
The incumbent may supervise temporary staff or student workers. May provide training to other staff.
Minimum Qualifications
High School graduation, plus two year post secondary diploma, plus four 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 in Arts graduate program highly preferable. Ability to work effectively, quickly, and diplomatically with a wide variety of persons.
- Ability to analyze problems, identify key information and issues, and effectively resolve issues that arise.
- Ability to exercise a high degree of judgement, tact, discretion and initiative in all areas of responsibility.
- Highly effective analytical, oral and written communication, organizational, and conflict resolution skills.
- Ability to work independently and as a member of a team. Ability to provide quality service to customers in a courteous, patient manner. Ability to exercise cultural sensitivity when dealing with international students and working within an intercultural setting. Ability to gather, record, and organize information. Competence in taking initiative, organization, prioritization and meeting deadlines. Must exhibit high level of accuracy and attention to detail. Ability to exercise judgement under pressure and demonstrate initiative when handling matters of a complex, non-routine nature. Experience with Workday and proficiency with Microsoft Office Suite required.