Advisor & Senior Program Assistant

The University of British Columbia; Vancouver; On-site; CAD 53,000 - 57,000; Full time

Job summary

The University of British Columbia seeks an Advisor & Senior Program Assistant to support the Mechanical Engineering department during a major transformation. Based in Vancouver, you will advise undergraduate and graduate students, coordinate registration and course scheduling, and help manage program operations with collaboration across Academic Services & Engagement.

You will handle student records, assist with graduation processes, and contribute to policy guidance and resource development,

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 equity, diversity, and inclusion.
• High School graduation and two years post-secondary education and 4 years related experience or the equivalent combination of education and experience.
• A thorough knowledge of university policies and procedures related to undergraduate and graduate programs and students; knowledge of the Mechanical Engineering program and student culture is an asset; Knowledge of how to use UBC systems (Workday, AAP, Blue) is strongly preferred.
• Ability to synthesize information from several sources to provide answers to student queries.
• Experience with event planning and supervising student staff and volunteers.
• Strong organizational, planning, and problem-solving skills; ability to plan proactively; Ability to exercise logic and critical thinking; good judgment and initiative; attention to detail and a high degree of accuracy in work.
• Ability to work under pressure, prioritize work and meet deadlines; ability to cope with multiple conflicting priorities and interruptions from visitors to the office.
• Strong writing skills required. Must be able to compose and edit correspondence using clear concise business English; must be able to write clearly with minimal grammar/spelling errors; Ability to use word processing, spreadsheet, database, presentation and web publishing applications at an intermediate level is required.
• Must be able to adapt to new software programs; Adobe Creative Suite, Canvas and Microsoft Sharepoint would be an asset.
• Advanced interpersonal skills are required. Requires diplomatic persuasiveness, sensitivity, and the ability to motivate behaviour and secure cooperation and acceptance of decisions; ability to exercise tact, confidentiality, and discretion; Ability to work both independently and within a team environment; Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to take and transcribe minutes; Ability to type 50 wpm and to operate a normal range of office equipment, including a telephone for telephone reception, a webcam for virtual appointments, a photocopier and scanner; Ability to pick up and move objects up to 25 lbs (such as a box of copier paper).

Responsibilities

• Provides advising to students in all programs overseen by the Department of Mechanical Engineering, making recommendations on course selection and sequence in order to meet student goals and graduation requirements.
• Tracks all student interactions in OAMS, and enters reports into Early Alert when necessary.
• Interprets and advises on University, Faculty of Applied Science, and Mechanical Engineering policies and procedures as they apply to individual student programs.
• Assists students with resolving registration issues, including conducting conflict and pre-requisite checks to ensure eligibility.
• Manages student concession requests, including handling sensitive cases with a high level of discretion and tact.
• Performs graduation checks and participates in graduation adjudication for undergraduate students.
• Updates and maintains student advising resources (both digital and print) for undergraduate students and graduate students.
• Provides general administrative support to the Mech 2 program, including administration of online content management courses, compiling and summarizing data, coordination of Mech 2 activities and field trips, scheduling, and the collection/organization of documentation and student forms.

Skills

Strong writing skills

Education

High School graduation; 2-year post-secondary diploma; 4 years related experience or equivalent

Job description

Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8) Job Title Advisor & Senior Program Assistant Department Academic Services & Engagement | Department Mechanical Engineering | Faculty of Applied Science Compensation Range $4,739.00 - $5,102.00 CAD Monthly Posting End Date September 23, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date December 31, 2027

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 Faculty of Applied Science is currently going through a large business transformation and this role is a temporary position to support the Department of Mechanical Engineering throughout the transition. The Department of Mechanical Engineering is a mid-sized academic unit on the Vancouver Point Grey Campus, on the unceded traditional territory of the Musqueam people. It has more than 500 undergraduates, 200 graduate, 40 faculty, and 20 core staff. It Is known for outstanding learning opportunities at both the undergraduate and graduate level, and as a fulfilling and welcoming place to work. All of our work is shaped by our values: professionalism and integrity; scholarship and teaching excellence; commitment to students; partnerships and collegiality; initiative, innovation, and willingness to change; community, the environment, and sustainability. We hold these values as an integral frame of reference to inform our decisions and actions at every level and in every situation. Under minimal direction, this position is responsible for project execution, advising, administrative, and coordination functions related to both graduate and undergraduate students, programs, and options within the Mechanical Engineering Department.

Student Advising & Registration

• Provides advising to students in all programs overseen by the Department of Mechanical Engineering, making recommendations on course selection and sequence in order to meet student goals and graduation requirements. Tracks all student interactions in OAMS, and enters reports into Early Alert when necessary. Follows up on student cases as required.
• Facilitates a holistic view in students of academic and career plans in order to balance academic, professional, social, and personal demands, initiating regular dialogue with students on issues such as the number of hours a student works, how many classes s/he takes, the number of hours of study needed while balancing other social and personal commitments.
• Interprets and advises on University, Faculty of Applied Science, and Mechanical Engineering policies and procedures as they apply to individual student programs, and acts as a resource for faculty and staff on a variety of issues. Identifies gaps or opportunities to develop policies and/or procedures within the department to better serve students or make delivery of programs more efficient.
• Identifies students in crisis, either personal or academic, and advises about academic options and/or personal support services. Refers to appropriate campus units such as Counselling Services, Student Health Services, Centre for Accessibility, etc.
• Assists students with resolving registration issues, including conducting conflict and pre-requisite checks to ensure eligibility. Tracks admission and registration statistics, monitors academic records and progression, manages student forms, produces reports, class lists and transcripts as required. Maintains student records and files. Organizes long term file management and storage for the office.
• Manages student concession requests, including handling sensitive cases with a high level of discretion and tact. Works with individual instructors to compile database of appropriate concessions for each course and manages all communication with individual students.
• Performs graduation checks and participates in graduation adjudication for undergraduate students. Checks transcript and student file prior to defense to ensure that all credit and special requirements have been met. Ensures that all graduation documents are processed and grades submitted on time for graduate students. Forwards confirmation of completion to the Faculty of Graduate & Postdoctoral Studies.
• Updates and maintains student advising resources (both digital and print) for undergraduate students and graduate students.

Program Support

• Provides general administrative support to the Mech 2 program, including administration of online content management courses, compiling and summarizing data, coordination of Mech 2 activities and field trips, scheduling, and the collection/organization of documentation and student forms.
• Serves as one of the Departmental Timetable Representatives (TREP). Schedules courses and books classrooms, and works with other departments and Engineering Academic Services to coordinate course offerings for MECH. Enters requests for final exams. Processes ad-hoc booking requests for faculty and staff in relation to courses.
• Answers enquiries by phone or email, and provides accurate and timely referrals to other staff members or other units when appropriate. Works independently to locate and communicate information for enquiries from students, faculty, and staff.
• Coordinates events and activities related to the department, including student recognition events, outreach events, departmental activities, and recruitment events. Represents the Department, as required, at formal internal and external events, including on and off campus information sessions, recruitment fairs, and special events.
• Coordinates all aspects of the application and interview process for all options within the Mechanical Engineering undergraduate program.
• Participates in the selection of students for department and university scholarships and awards. Helps to identify candidates to be nominated for awards and bursaries based on leadership or extracurricular involvement criteria.
• Provides graduate admissions and awards support during peak application/admission season, as required.
• Responsible for the input and accuracy of all course and instructor information relating to the Student Experience of Instruction process.
• Manages the ongoing collection of syllabi and archived course material for every course per term for web posting and long term storage.
• Creates, compiles, and maintains organizational and procedural documentation. Assists with the creation of reports on activities, designing and implementing surveys of activities and performing statistical analysis. Performs literature searches, evaluating data for usefulness, and draft resource materials. Compiles and prepares statistical data and reports. Develops templates, as required, to streamline processes.
• Liaises with Engineering Student Services, Engineering Co-op, and other on or off campus stakeholders, as required.

Other Duties

• May participate on department safety committee, undertaking safety related tasks and duties, at the request of the Department Head. Serves as a building warden responsible for directing people to designated exits and safe areas in the event of an emergency situation. The Department will provide appropriate training.
• Provides general day-to-day support, as required, to the Manager. Performs other tasks in keeping with the level, as required. Provides shadow coverage for the other CUPE position(s) within the Student Services area.

Consequence of Error/Judgement

Exercises judgment and tact in dealings with students and others. Poor performance would contribute to inefficient operation, poor service, and ineffective programming, thereby affecting the reputation and credibility of the Department and the University. Lack of accuracy in work could result in damaged relations with stakeholders. Advising impacts the quality of the student experience.

Supervision Received

This is a responsible position where a high degree of accuracy, maturity and initiative is expected. Works independently under broad direction. Work is performed within authorized prescribed limits and/or an approved plan. Exercises independent judgement in selecting and interpreting information, and reconciling deviations from standard methods. Job tasks are governed generally by broad instructions, objectives, and policies, usually involving frequently changing conditions and priorities.

Supervision Given

Formally trains new staff on work procedures and/or oversees work of students and 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

• A cover letter is required when applying for this position.
• 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.
• High School graduation and two years post-secondary education and 4 years related experience or the equivalent combination of education and experience.
• A thorough knowledge of university policies and procedures related to undergraduate and graduate programs and students; knowledge of the Mechanical Engineering program and student culture is an asset; Knowledge of how to use UBC systems (Workday, AAP, Blue) is strongly preferred.
• Ability to synthesize information from several sources to provide answers to student queries.
• Experience with event planning and supervising student staff and volunteers.
• Strong organizational, planning, and problem-solving skills; ability to plan proactively; Ability to exercise logic and critical thinking; good judgment and initiative; attention to detail and a high degree of accuracy in work.
• Ability to work under pressure, prioritize work and meet deadlines; ability to cope with multiple conflicting priorities and interruptions from visitors to the office.
• Strong writing skills required. Must be able to compose and edit correspondence using clear concise business English; must be able to write clearly with minimal grammar/spelling errors; Ability to use word processing, spreadsheet, database, presentation and web publishing applications at an intermediate level is required.
• Must be able to adapt to new software programs; Adobe Creative Suite, Canvas and Microsoft Sharepoint would be an asset.
• Advanced interpersonal skills are required. Requires diplomatic persuasiveness, sensitivity, and the ability to motivate behaviour and secure cooperation and acceptance of decisions; ability to exercise tact, confidentiality, and discretion; Ability to work both independently and within a team environment; Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to take and transcribe minutes; Ability to type 50 wpm and to operate a normal range of office equipment, including a telephone for telephone reception, a webcam for virtual appointments, a photocopier and scanner; Ability to pick up and move objects up to 25 lbs (such as a box of copier paper).

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 [e-mail].