Advisor & Senior Program Assistant

ubc; Vancouver; On-site; CAD 53,000 - 57,000; Full time

Job summary

UBC is seeking an Advisor & Senior Program Assistant for the Department of Mechanical Engineering in the Faculty of Applied Science. This role supports undergraduate and graduate students through advising, registration, and program coordination during a departmental transition.

Based at Vancouver Campus, the position requires flexibility, occasional evening/weekend hours, and close collaboration with faculty and staff across units.

Qualifications

• Provides advising to students in programs overseen by Mechanical Engineering and supports registration processes.
• Interprets university policies and academic procedures to guide students.
• Identifies gaps or opportunities to improve department policies and procedures.

Responsibilities

• Advising and registration for B.A.Sc, M.A.Sc, and Ph.D programs in Mechanical Engineering.
• Coordinate timetabling, graduation checks, and admissions for undergraduate and graduate options.
• Provide shadow coverage for CUPE staff and support the Manager, Student Services.

Skills

Student advising

Registration

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.

The Advisor & Senior Program Assistant serves both undergraduate and graduate students within the Department of Mechanical Engineering, and interfaces with first year and prospective students interested in the Mechanical Engineering or the Naval Architecture and Marine Engineering program.

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. Major areas of responsibility include advising and registration for all students in the B.A.Sc, M.A.Sc, and Ph.D programs overseen by Mechanical Engineering; timetabling coordination; graduation checks and adjudication; undergraduate option admissions coordination; graduate admissions processing; and coordination of student-focussed events. This position also provides shadow coverage for the other CUPE position(s) within the Mechanical Engineering Student Services area, and administrative support to the Manager, Student Services.

The incumbent typically works a standard day; however, flexibility is required as some responsibilities require an irregular schedule, including evenings or weekends.

Organizational Status

Reports directly to the Senior Manager, Academic Services & Engagement. Works closely with the Associate Heads and with Option and Program Coordinators/Directors in matters relating to their specific initiatives. Works in close collaboration with other support staff in the Mechanical Engineering office and within the Department as a whole. Liaises with a wide variety of UBC, and external (colleges, high schools), units in execution of duties. Formally trains new staff on work procedures and/or oversees work of students and staff. Works independently within general guidelines.

Work Performed

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 c