Engineering Programs Administrator

University of British Columbia; East Central Okanagan Electoral Area; On-site; CAD 56,000 - 64,000; Full time

Job summary

University of British Columbia is seeking an Engineering Programs Administrator to provide administrative and student service support to graduate and undergraduate programs in the School of Engineering. You will manage admissions workflows, annual reporting, records, and exam coordination while interacting with faculty, staff, and students.

This role requires strong Excel/Access skills, Workday experience, and a commitment to equity and inclusive service.

Qualifications

• Completion of four years post-secondary.
• Strong proficiency in Microsoft Excel and/or Microsoft Access, including data management and reporting.
• Commitment to equity, diversity, and inclusion with respectful intercultural communication.
• Experience with Workday and website content management is an asset.

Responsibilities

• Assists graduate admissions, annual reports, and record-keeping for graduate and undergraduate programs.
• Coordinates internal communications and tracks deadlines across stakeholders.
• Supports graduate student examinations and ensures degree documentation is complete.
• Maintains graduate student data in the internal system and assists with reporting.
• Attends committee meetings, records minutes, and supports process improvements.

Skills

Advanced Excel

Data analysis

Communication skills

Time management

Equity, diversity & inclusion

Intercultural communication

Education

Four-year degree

Tools

Microsoft Access

Workday

Website CMS

Job description

Job TitleEngineering Programs AdministratorJob CategoryBCGEU Okanagan Support StaffJob ProfileBCGEU OK Salaried - Support Services Assistant IVJob Family GroupStaff - UnionDepartmentUBCO | Administration | School of Engineering | Faculty of Applied ScienceCompensation Range$4,981.00 - $5,713.00 CAD MonthlyJob End DateOngoingPosting End DateOctober 27, 2026Note: Applications will be accepted until 11:59 PM on the Posting 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 SummaryThe School of Engineering Academic Services team provides comprehensive support for over 2000 undergraduate and graduate students to ensure they meet their full potentialthroughout their academic career.As a member of the Engineering Academic Services team, this position provides administrative and student service support to both the Graduate and Undergraduate programs in the School of Engineering. This role supports a variety of academic areas, with key responsibilities in graduate student admissions, annual reports, tracking and record-keeping, and support of business processes.Organizational StatusThis position reports to the Manager, Engineering Academic Services. Work may also be directed by the Associate Director of Graduate Students and Graduate Advisor. This position interacts with faculty, staff, students, alumni, and external partners.Work PerformedGraduate Student AdmissionsResponds to inquiries from prospective graduate students regarding applications, admission, registration procedures, and academic policies.Advises students and faculty members regarding admissions and program requirements for MASC, MENG, and PHD Applied Science programs.Supports the creation of graduate recruitment and yield materials, in collaboration with the Graduate Advisor and Engineering Admissions Coordinator.Monitors the Evision applications dashboard, transferring PhD and Master of Applied Science (MASc) applications.Evaluates SoE Professional Master Degrees (including Master of Engineering (MEng) and Master of Design (MDES) applications in GPO.Reviews for completeness and admissibility and forwards admission recommendations to the Associate Director of Graduate Students for review and approval.Reviews admission recommendations from faculty members and advises on additional requirements.Processes admission and decline decisions to the Associate Director of Graduate Students for final review.Academic Services & Annual ReportsCoordinates internal communications to ensure all stakeholders are aware of internal and external deadlines.Collects and tracks submitted Annual Reports and evaluates them for completeness prior to submitting to the Associate Director of Graduate Students.Schedules and supports graduate student examinations (defenses, comprehensive exams, and proposal exams.Ensures that all documents necessary for graduation have been received, processed, and that grades are submitted. Forwards documentation confirming degree completion to the College of Graduate Studies.Provides support for onboarding of new to UBC students.Coordinates the logistics for School of Engineering Graduate Student recruitment events in consultation with others.General Administrative SupportGathers and compiles data and reports as required.Maintains an internal database of graduate students and all relevant details.Supports graduate and undergraduate student tasks in Workday including registration support tasksManages lockers in the EME building including annual clean-out and assignation.Acts as a resource for faculty and staff on the Workday Student Records & Advising functionalitiesAttends Committee meetings, takes minutes, and facilitates decisions made by the committee.Participates in identifying processes and systems that require improvement, mapping current processes, redesigning, processes, and making recommendations for changeMonitors the School of Engineering website regularly and submits additions, deletions and changes in a timely mannerPerforms other related duties as required.Consequence of Error/JudgementThis role requires sound judgment and thorough knowledge of UBC, Faculty of Applied Science, and School of Engineering policies and procedures. Errors or misinformation may impact students’ academic progress, professional development, and accreditation status. Poor communication or service delivery could negatively affect relationships with students, faculty, alumni, and external stakeholders, and could harm the reputation of the School and UBC.Supervision ReceivedReports directly to the Manager, Engineering Academic Services. Work is carried out under general direction, with specific tasks assigned by the Associate Director of Graduate Students and Graduate Advisor, as appropriate. The position is cross-trained to support a range of academic administrative functions within the School of Engineering.Supervision GivenNoneMinimum QualificationsCompletion of four years post-secondary. Over two years of relevant experience or the equivalent combination of education and experience.Strong proficiency in Microsoft Excel and/or Microsoft Access, including the use of formulas, queries, data validation, reporting tools, and automation features to improve efficiency and data integrity.Willingness to respect diverse perspectives, including perspectives in conflict with one’s ownDemonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusionPreferred QualificationsExperience within UBC or another post-secondary environment preferred.Proficiency in a range of computer systems, software, and databases; ability and willingness to learn new tools as required.Experience with website content management is an asset.Strong organizational and time management skills with the ability to multi-task, take initiative, and meet deadlines in a fast-paced environment.Excellent attention to detail and a high degree of accuracy.Effective communication skills across multiple formats and audiences.Demonstrated judgment, discretion, tact, and the ability to handle confidential information appropriately.Comfortable interacting with diverse stakeholders in a multicultural environment.Ability to work independently and collaboratively as part of a team.Willingness and flexibility to work occasional evenings or weekends as required.Intercultural communication experience considered an asset.Familiarity with UBC and Faculty policies is an advantage.Ability to manage the complexity of a multi-faceted role focused on supporting student success.