Engineering Programs Administrator

University of British Columbia - Staff; Kelowna; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading educational institution in Kelowna is seeking an Engineering Programs Administrator to provide administrative and student service support. The role involves curriculum oversight, data collection, and collaboration in academic services for undergraduate and graduate students. Ideal candidates will have strong organizational and communication skills, along with a commitment to equity and inclusion.

Qualifications

• Over two years of relevant experience or equivalent education and experience.
• Proficiency in computer systems and willingness to learn new tools as required.
• Strong attention to detail and organizational skills.

Responsibilities

• Provide administrative support for curriculum and accreditation processes.
• Coordinate outreach programming and prepare data for enrollment.
• Monitor the School of Engineering website and ensure accuracy.

Skills

Organizational skills

Communication skills

Data analysis

Team collaboration

Education

Completion of four years post-secondary education

Tools

Computer systems and databases

Job description

Overview

Staff - Union, BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant II. Job Title: Engineering Programs Administrator. Department: UBCO | Administration | School of Engineering | Faculty of Applied Science. Compensation Range: $4,695.00 - $5,385.00 CAD Monthly. Posting End Date: September 18, 2025. Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date: Ongoing.

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

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 School of Engineering Academic Services team provides comprehensive support for over 2000 undergraduate and graduate students to ensure they meet their full potential throughout 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 curriculum and accreditation processes, outreach programming, and data collection and analysis.

Organizational Status

This position reports to the Project Manager, Projects and Strategy in Engineering Academic Services. Work may also be directed by the Associate Director, Programs and the Associate Director, Kaizen. This position interacts with faculty, staff, students, alumni, and external partners.

Work Performed

Continuous Improvement and Accreditation

• Collects and prepares data on program outcomes across programs.
• Coordinates pre-term marks meetings and end-of-term marks meetings and compiles relevant data and recommendations.
• Supports the Industry and Alumni Committee by creating and maintaining industry and alumni databases, coordinating events, and supporting committee meetings.
• Supports the Chair, Undergraduate Continuous Improvement Committee, by collecting documentation and compiling reports.
• Establishes and maintains organized records of curriculum and continuous improvement activities to support quality assurance and Canadian Engineering Accreditation Board (CEAB) requirements.
• Assists in assembling documentation for accreditation proceedings.
• Coordinates planning and logistics for CEAB accreditation visits.
• Supports additional continuous improvement projects as needed.

Curriculum

• Provides administrative support to the Curriculum Committee, including scheduling meetings, preparing agendas, taking minutes, and tracking follow-up items.
• Tracks curriculum proposals through the approval process and monitors progress, feedback, and status.
• Documents curricular changes and maintains accurate records for internal use and accreditation purposes.

Prospective Students

• Collects and prepares data on enrollment and admissions.
• Coordinates outreach programming including Engineering Explorations, SEED, KSS Eng 11, GoEng Girl, and more.

General Administrative Support

• Attends 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 change.
• Monitors the School of Engineering website regularly and submits additions, deletions and changes in a timely manner.
• Performs other related duties as required.

Consequence of Error/Judgement

This 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 Received

Reports directly to the Project Manager, Projects and Strategy in Engineering Academic Services. Work is carried out under general direction, with specific tasks assigned by the Associate Director, Programs and the Associate Director, Kaizen, as appropriate. The position is cross-trained to support a range of academic administrative functions within the School of Engineering.

Supervision Given

None

Minimum Qualifications

• Completion of four years post-secondary.
• Over two years of relevant experience or the 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.
• Experience 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.

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