Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 2 (Gr6)

Job Title

Graduate Programs Assistant

Department

Student Support | TA_RA_UTA and Admin support | Vancouver School of Economics

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

July 29, 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

A member of the Vancouver School of Economics front office, the Assistant works autonomously to support the graduate programs of the School in delivering exceptional programming. Frequently the initial contact for current and prospective students, they provide moderately complex information regarding admissions, registration, and personal and wellbeing issues as they relate to academics. They are responsible for handling student inquiries and must resolve moderately complex problems, making appointments with advisors, when required.

Organizational Status

Reports to the Manager, Graduate Programs and takes direction from the Graduate Program. The position liaises with students, staff, faculty, other units within the faculty and visitors.

Work Performed

• Answers moderately complex in-person, telephone and e-inquiries from students regarding issues such as admissions, registration, student records, and the interpretation of complex University regulations.
• Advises prospective domestic and international graduate students regarding VSE and University admissions requirements, deadlines and application processes, referring complex inquiries appropriately.
• Organizes and files students’ applications and their supporting documents, creating packages for committee review.
• Acts as HR analyst for the graduate program, initiates various student appointments in Workday, including but not limited to: the appointment and reappointment of teaching, research and academic assistantships through a multi-step hiring process.
• Maintains all student employee personnel data in Workday, as well as electronic files in the program’s database.
• Responds to student employee inquiries regarding hiring processes and payroll issues, initiating and responding to Integrated Service Centre tickets as required.
• Runs routine reports in Workday to ensure that expired appointments are properly ended.
• Handles the maintenance and operation of graduate course wait lists, ensuring proper registration procedures are followed.
• Registers graduate students in mandatory core courses, according to their standard timetable and facilitates registration of students in program completion summer research courses.
• Liaises with the Sauder School of Business graduate programs, registering students on a case by case basis with approval from the program manager.
• Compiles and submits MA program completion letters to the Faculty of Graduate and Postdoctoral Studies.
• Serves as the resource person for faculty, staff and students with regard to graduate student policies and procedures surrounding admissions, programs of study, awards, research assistantships, graduation, and other related matters.
• Schedules advising appointments with graduate program advisors, using discretion to determine when required.
• Liaises with students as part of the school’s Wellbeing Initiative, directing them to the proper physical or virtual resources for additional support. Reports situations regarding students in distress to advisors.
• Provides administrative support to the School’s timetable representatives by using a variety of programs to verify course parameters for accuracy during yearly scheduling periods.
• Works in unison with undergraduate programs at the VSE to anticipate and address cross-program scheduling conflicts, escalating complex cases to department T-Reps as required.
• Assists in the moderately complex process of course scheduling in Scientia.
• Works autonomously to ensure the information in the course schedule is accurately maintained and up-to-date.
• Ensures the accuracy of discussion sections prior to each term reflect teaching assistant appointments and communicates appointments to faculty and teaching assistants.
• Liaises with faculty and teaching assistants to ensure exam invigilation and marking needs are being met, assigning appointed teaching assistants in SISC, Canvas and other UBC systems.
• Reviews and submits teaching assistants for assessment through Student Evaluation of Teaching in Blue, coordinating with the SEoT team to address any improper evaluations that may arise.
• Maintains graduate program course descriptions, program information and PhD student profiles on the VSE website.
• Annually records and submits graduate student award funding forms to the Faculty of Graduate and Postdoctoral Studies, processing ad hoc funding as required.
• Maintains graduate programs' Canvas sites, updating sections with relevant information about program timelines, awards and funding, and available student resources.
• Drafts agendas, prepares and organizes information packages for meetings, takes and transcribes meeting minutes.
• Produces standard and ad hoc reports, such as awards and survey reports, utilizing a variety of information systems.
• Processes documentation and standard letters for the unit such as visa letters for international students and confirmations of enrollment.
• Documents academic misconduct hearings and provides supporting documents as needed.
• Maintains filing systems and manuals on the departmental drives for the graduate programs and assesses areas for improving documentation processes.
• Coordinates school events such as Economics Graduation Celebration, Graduate Welcome Event, and TA training workshops.
• Acts as reception relief as necessary; answers in-person and telephone inquiries and provides information to students, faculty, staff and the general public regarding the School’s programs.
• Other duties as required.

Consequence of Error/Judgement

The incumbent is responsible for making independent decisions regarding student support according to University, Faculty, and School policies. Must be able to interpret policies and procedures and apply them accurately and fairly. Discrepancies in the handling of admissions applications may disadvantage applicants in the admissions process and could result in future appeals. Registration and course scheduling advice and decisions directly affect student experience and the operation of academic programs. Cultural sensitivity and consistency are imperative in all facets of the role. Errors in carrying out the duties of the role may adversely affect program delivery, student experience and wellbeing, and the University and School's reputation.

Supervision Received

Works independently under minimal supervision. Receives direction from the Manager, Graduate Programs, and the Graduate Program Director. Reports to the Manager, Graduate Programs.

Supervision Given
No supervision given.

Minimum Qualifications
High School graduation, plus two year post-secondary diploma, 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 in post-secondary advising and administration or an equivalent combination of education and experience an asset. Experience with UBC Systems, such as Workday and Scientia preferred. Position requires the incumbent to take initiative and maintain a high-level attention to detail. Must be able to exercise good judgment, be sensitive to a wide range of cultural and individual circumstances and be able to communicate information and guidance accurately and empathetically. Ability to manage the complexity inherent within a multi-faceted student-centered work environment. Demonstrated ability to work with discretion and maintain good relationships in a highly varying and confidential environment. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to compose correspondence, reports, and other written materials using clear, concise business language. Must be tactful and articulate in dealing with students, staff and faculty. Ability to provide effective and appropriate guidance. Effective time management and organizational skills are required. Ability to efficiently and effectively coordinate tasks. Ability to anticipate issues and plan ahead. Effective analytical, problem-solving and decision-making skills. Ability to make decisions independently, prioritize tasks and work effectively under pressure to meet deadlines. Ability to work both independently and within a team environment is essential.