Graduate Programs Assistant - Auxiliary - #229387

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Hourly - Support Services Assistant II

Job Title

Graduate Programs Assistant - Auxiliary

Department

UBCO | Administrative Support | Departments of Biology & Chemistry | Irving K. Barber Faculty of Science

Compensation Range

$30.96 - $35.51 CAD Hourly

Posting End Date

June 27, 2026

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

Job End Date

October 31, 2026

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 Science (FoS). This position supports multiple key university graduate administrative services in FoS 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 FoS.

Organizational Status

This position works closely with Graduate Program Coordinators but reports directly to the Director, Administration, Operations and Strategic Partnerships (Director). The incumbent works as a first-line resource person for all graduate programs within FoS. 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

1. Assist Program Coordinators by:

• Providing general information to current and pre-admission FoS graduate students with academic

program options, transfer credit, course selection and registration.

• Assessing graduate applications and admissions, including calculating grade point average (GPA) and

cross-referencing international qualifications.

• Prioritizing and directing incoming tasks for timely and appropriate actions and responses.
• Providing support for recruitment through assessment of International students and institutions.
• Monitoring changes to university academic and administrative policies; assisting with development and

review of policies and procedures relating to graduate programs in FoS.

• Performing degree audits to ensure students have completed degree requirements.
• Assisting students with course selection and registration for FoS graduate programs.
• Working with the Student Information Services Centre (SISC) program to access student information

when required.

• Drafting agendas, recording and transcribing meeting minutes and ensuring the progress of action

items.

• Consulting with the College of Graduate Studies to resolve problems and/or discrepancies in

academic records.

• Assisting with assignment and monitoring of graduate awards and scholarships as recommended by

the Faculty.

• Overseeing tracking of student performance and notifying Graduate Program Coordinators regarding

withdrawals, provisional/probationary standings.

• Ensuring proper submission of student and faculty administrative forms.
• Coordinating with the College of Graduate Studies and external institutions.

2. Assists with communication by:

• Maintaining information flow to students regarding notification of critical dates and deadlines (i.e.

annual progress reports, graduate supervision, course registration and graduation deadlines).

• Ensuring that the graduate website content is accurate, clear, updated in a timely manner and

consistent across all FoS sites as required.

• Working with the Faculty Service Centre (FSC) to send out class notices and verify grade

submissions.

• Preparing and updating promotional materials for ongoing recruitment programs.
• Updating program related documents such as Graduate Program regulations and related

information such as handouts, forms and web entries.

• Processing and maintaining student records and databases.
• Assisting graduate and programs with schedules and timetables.
• Revising and maintaining course timetabling in response to program policy changes.
• Coordinating and publicizing graduate student research seminars
• Announcing thesis defenses and processing related tasks

3. Performs general office duties by:

• Collecting course outlines and assuring quality control.
• Assisting with faculty evaluations and final exam coordination.
• Archiving of FoS graduate student records and files.
• Serving as a liaison to the College of Graduate Studies and providing coordination services as

necessary.

• Coordinating and acting as liaison to IT, Media and Classroom Services.
• Coordinating graduate student office allocations
• Assist the Departmental Administrative Assistants with the administration of Graduate Student hires

and onboarding

4. Performs other related duties as required.

Consequence of Error/Judgement

Judgment requires knowledge of University, FoS and the College of Graduate Studies admission requirements, policies and procedures. Providing incomplete or inaccurate information or advice to students can adversely impact the FoS 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 directly to the Director, Administration, Operations and Strategic Partnerships but works independently on a day to day basis with minimal supervision. 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.

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

Preferred Qualifications

Undergraduate degree over three years of related administration experience, or an equivalent combination of education and experience is required Ability to effectively use MS Office software at an intermediate level. (e.g., Outlook, MS Word, MS Excel, PowerPoint, Adobe products)Ability to perform word processing at 60 words per minute. Familiarity with Web-development software required. Ability to be thorough, accurate, and have a high level of attention to detail and presentation of information. Excellent customer service skills are essential. Effective oral and written communication. Effective problem solving skills. Effective interpersonal skills. Effective multitasking skills. Effective organization 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 exercise tact and discretion. Ability to work effectively independently and in a team 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 [email protected].