Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 3 (Gr8)

Job Title

GPS Program Coordinator

Department

Graduate Program | Associate Dean Graduate & Postdoctoral Studies Portfolio | Faculty of Land and Food Systems

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

March 26, 2026

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

Job End Date

Ongoing

Please include cover letter with resume.

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
The LFS Graduate & Postdoctoral Studies Program Coordinator works autonomously to deliver exceptional support and service to 12 research-based and 4 professional programs. The position provides advice on complex information regarding admissions, registration, awards, and personal/wellbeing issues as they relate to academics in consultation with graduate advisors and faculty supervisors. In addition to providing program support, the Program Coordinator is responsible for the overall coordination of the Faculty’s teaching assistant positions (including recruitment, appointment and on/offboarding) and graduate student awards/fellowships.

Organizational Status
Reporting to the Manager, Graduate & Postdoctoral Studies, the position takes direction and provides coordination support to the LFS G&PS team. Works closely with the Associate Dean Academic and instructors in the coordination of teaching support. The position liaises with prospective and current students, staff, faculty, external UBC units such as CUPE2278, and visitors.

Work Performed
Teaching Assistant Coordination

• Coordinates the Faculty’s Teaching Assistant (TA) recruitment and appointment processes, ensuring alignment with the CUPE 2278 collective agreement and Faculty procedures, and providing guidance to instructors and TAs on appointment processes and related matters.
• Reviews and analyzes TA hour requests relative to available budgets and provides recommendations to the Manager regarding allocations.
• Oversees TA administrative systems and coordinates TA orientation and training initiatives, supporting reporting, troubleshooting, and continuous improvement of TA processes.

Graduate Awards and Funding

• Coordinates the Faculty’s graduate awards and fellowships processes, including timelines, communications, and application intake, ensuring submissions meet program and institutional requirements.
• Reviews applications to assess eligibility and prepares materials for adjudication committees, coordinating nomination and award processes with faculty committees and central graduate studies units.
• Maintains awards and funding tracking systems, monitors award conditions and student obligations, and advises students, supervisors, and program staff on funding opportunities and award requirements.

Academic Administration and Student Records

• Coordinates graduate course and exam scheduling for the Faculty as the Timetabling and Exam representative, ensuring course offerings, instructor assignments, and scheduling information are accurately maintained across institutional systems.
• Provides information to instructors and program representatives on scheduling procedures and resolves scheduling or system issues across relevant platforms.
• Advises prospective and current graduate students on admissions requirements, application processes, and university policies, and reviews applications and academic records to assess eligibility and prerequisite requirements.
• Maintains graduate student records and tracking systems related to program requirements, academic progress, funding, leaves, and completion milestones, coordinating resolution of registration or program requirement issues.

Program Administration and Reporting

• Compiles and analyzes graduate program data to support reporting on student progress, awards, and program outcomes.

• Coordinates graduate program events, workshops, and orientation activities and provides other related administrative support as required to the Graduate & Postdoctoral Studies unit, including preparation of meeting materials and documentation.

Consequence of Error/Judgement
The incumbent is responsible for making independent decisions regarding student support according to University and Faculty 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 Faculty’s reputation.

Supervision Received
Works independently under minimal supervision. Reports to the Manager, Graduate & Postdoctoral Studies Programs. Also receives direction from the Graduate Admission & Administrative Coordinator and Associate Dean, G&PS.

Supervision Given
May be required to supervise work study students.

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 post-secondary advising and administration with the ability to manage the complexity inherent within a multi-faceted student-centered work environment.

• Ability to take initiative and maintain a high-level attention to detail.

• Must exercise good judgment, be sensitive to a wide range of cultural and individual circumstances and be able to communicate information and guidance accurately, effectively, appropriately and empathically.

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

• Demonstrated ability to work with discretion and maintain good relationships in a highly varying and confidential environment. Must be tactful and articulate in dealing with students, staff and faculty.

• 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.

• Ability to compose correspondence, reports, and other written materials using clear, concise business language.

• Effective time management and organizational skills are required. Ability to efficiently and effectively coordinate tasks. Ability to anticipate issues and plan ahead.

• Computer experience at an intermediate level is required. Experience with UBC Systems, such as Workday Student, Scientia, eVision and Qualtrics is preferred. Microsoft 365 applications is required.

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

.