Engineering Programs Administrator

University of British Columbia; Kelowna; On-site; CAD 56,000 - 64,000; Full time

Job summary

The University of British Columbia's School of Engineering is seeking an Engineering Programs Administrator to provide administrative and student service support for both graduate and undergraduate programs, including admissions, annual reporting, tracking, and process improvements.

Reporting to the Manager of Engineering Academic Services, the role collaborates with faculty, staff, students, alumni and external partners to manage records, coordinate exams and graduations, and support

Qualifications

• Completion of four years post-secondary.
• Two+ years of relevant experience or equivalent education/experience.
• Proficiency in Excel and Access, including data validation and reporting.
• Commitment to equity, diversity, and inclusion.

Responsibilities

• Responds to inquiries about graduate admissions and programs.
• Maintains admissions records and evaluates completeness and admissibility.
• Coordinates annual reports and supports graduation documentation.
• Supports onboarding of new students and manages data in Workday.
• Maintains internal databases and assists with committee minutes.

Skills

Intercultural communication

Diversity mindset

Education

Completion of four years post-secondary

Tools

Microsoft Excel

Microsoft Access

Job description

Job Title Engineering Programs Administrator Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant IV Job Family Group Staff - Union Department UBCO | Administration | School of Engineering | Faculty of Applied Science Compensation Range $4,981.00 - $5,713.00 CAD Monthly Job End Date Ongoing Posting End Date October 27, 2026

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 graduate student admissions, annual reports, tracking and record-keeping, and support of business processes.

Organizational Status

This 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 Performed

Graduate Student Admissions

Responds 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 Reports

Coordinates 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 Support

Gathers 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 tasks Manages 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 functionalities 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 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 Given

None

Minimum Qualifications

• Completion 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 own.
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

• 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.

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].