Grad Student Support

The University of British Columbia; Canada; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading research university in Canada is seeking a Grad Student Support to manage administrative support for graduate students in the School of Creative Writing. This role includes overseeing admissions, coordinating awards, and offering guidance to students on program requirements. Candidates should have extensive administrative experience and familiarity with UBC systems. This full-time position offers a monthly salary between $4,959.00 - $5,532.00 CAD.

Qualifications

• 4 years related experience or equivalent combination of education and experience.
• Knowledge of Creative Writing expectations at the graduate level preferred.
• Ability to draft and edit correspondence and reports.

Responsibilities

• Provides support to the Graduate Advisor and faculty in the School of Creative Writing.
• Coordinates complex administrative functions of the awards committee.
• Maintains and updates graduate applicant files and processes acceptances.

Skills

Excellent communication skills

Office administration knowledge

Interpersonal skills

Ability to prioritize work

Computer literacy

Education

High School graduation and two year post-secondary diploma

Tools

Workday

eVision

SCIENTIA

Excel

Word

Job description

time type Full time

posted on Posted Yesterday

job requisition id JR21793

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Grad Student Support 3 (Gr9)

Job Title

Grad Student Support

Department

Administrative Support | School of Creative Writing

Compensation Range

$4,959.00 - $5,532.00 CAD Monthly

Posting End Date

August 13, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

November 27, 2026

This is a full time, leave replacement role with an end date of November 27, 2026.

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 Summary

This incumbent acts as the Graduate Program Coordinator in three areas.

1. Provides support to the Graduate Advisor, graduate students and faculty in the School of Creative Writing. Responsible for a variety of complex tasks and development of systems in connection with the administrative functions of the graduate student programs (on-campus and opt-res).

2. Provides support to the Graduate Awards Chair, graduate students and faculty in the School of Creative Writing. Oversees and coordinates all the complex administrative functions of the awards committee, faculty and graduate students.

3. Departmental Administrative Support: Provides administrative support for the School of Creative Writing, the Administrator, and the Director.

The incumbent is expected to have a thorough knowledge of Department, Faculties of Arts and G+PS, and University policies and procedures, effective interpersonal skills in dealing with faculty and graduate students and in charge of responding to all incoming and current graduate students complex inquiries about the Creative Writing graduate programs, and ability to work independently and exercise good judgment.

The incumbent is expected to have a thorough knowledge of systems such as SISC, FSC, eVision, Scientia, Teaching Evaluation systems, and Workday) and other duties assigned. Checks for errors and accuracy of work.

Organizational Status

The incumbent reports to the School of Creative Writing Administrator. The incumbent takes work assignments from the Director, the Graduate Advisor, and the Awards Chair (including SSHRCS).

The incumbent supervises Temporary Workers (as required).

Work Performed

Graduate Student Support

- Oversees administration for on-line applications in eVision for admission to the graduate program.

- Corresponds extensively with student applicants, advising on all aspects of application process including admissions criteria, application requirements, program requirements, immigration process and missing documentation.

- Provides interpretation of policies and resolution of highly varied situations and problems related to students in consultation with the Grad Advisor and supervisors.

- Responds to all oral and written inquiries of an interpretive nature regarding program requirements, from local, national and international persons.

- Identifies and offers solutions to cases requiring special adjudication by the Graduate Advisor based on policies and procedures of the School of Creative Writing, Faculty of Arts, and the University.

- Maintains and updates graduate applicant files, corresponds with applicants and/or universities for missing documents. Processes acceptances and refusals.

- Prepares recommendations for acceptances and notifications of rejection to applicants.

- Writes complex correspondence and reports.

- Conducts initial review of qualifications and transcripts, assembles all necessary documents and prepares files.

- Monitors MFA student progress through the program including appointments, finances, awards and scholarships, academic progress, thesis submission, thesis committee meetings, and graduation.

- Maintains current MFA student records including database.

- Compiles and schedules graduate courses. Ensures that course outlines and relevant information are available and easily distributed to students.

- Responsible for all course scheduling of relevant courses on the SISC and SCIENTIA systems, including course times, locations, room bookings and details.

- Resolves students queries regarding varied issues such as withdrawals and grades.

- Advises students on scholarship competitions, and works with them to ensure accurate completion of application material in preparation for review. Processes and monitors student awards and funding.

- Coordinates and organizes applications for all fellowships and ensures that fellowship applications and materials are properly processed and distributed to the Faculty of Graduate and Postdoctoral Studies (G+PS).

- Ensures faculty and students are aware of appropriate deadlines and that deadlines are met.

- Provide administrative support for the Creative Writing graduate student orientation event each September. Prepares welcome package for incoming graduate students.

- Updates, maintains, and distributes the Creative Writing Grad Student Handbook.

- Oversees all aspects of graduation, including scheduling of final committee meetings, submission of relevant documentation and application for graduation.

- Coordinates and processes TA appointments in conjunction with faculty TA coordinator, and RA appointments in conjunction with faculty supervisors. Supervises the TA Coordinator.

- Updates School of Creative Writing on-line resources for graduate students.

- Attends Graduate Support Staff meetings, seminars and workshops given by the Faculty of Graduate Studies to maintain proficiency in areas of rapidly changing information such as scholarships, reporting, evaluations, etc.

- Takes minutes at Unit Meetings and maintains an archive of Unit Meeting documentation.

Departmental Administrative Support.

- Organizes program readings, workshops, seminars, and special events.

- Makes travel arrangements for visiting speakers.

- Performs financial duties relating to program readings, workshops, seminars, and special events including preparing requisition forms, journal vouchers, travel claims and payroll documentation.

- Prepares expense and travel claims, and payroll documentation for other Unit matters as appropriate and in accordance with the policies of the Unit, the Faculty of Arts, UBC, and sponsoring agencies

- Monitors, approves and provides advice on available budget for faculty travel. Processes appropriate financial transactions.

- Workday HR Analyst duties: all student appointments, all Adjunct appointments

- Processes and categorizes applicants for faculty positions; sends out intro, thank you and regret letters.

- Maintains and updates the School of Creative Writing website and online Forum.

- Administers Unit email accounts and access cards.

- Oversees various administrative duties including ordering supplies, maintenance of office equipment, storage and destruction of archival materials in compliance with UBC policies on records management.

- Acts as backup for the Undergrad Advisor position.

- Becomes familiar with Unit’s undergraduate program and provides information and guidance to current and prospective undergraduate students on program requirements, transfer credits, and course requirements as needed.

- Provides backup reception duties for the Unit.

- Performs other related duties.

Consequence of Error/Judgement

Errors in judgment, mistakes, inefficiencies, breaches of confidence in any of the areas of responsibility (graduate students, scheduling, written and verbal communications, etc.) could go undetected for some time and cause serious damage. Mistakes and inefficiencies can result in lost opportunities (e.g. failure to consider excellent candidates for admission). Mistakes can have a significant impact on matters of importance to current graduate students: financial support, TA appointments, program closure and graduation, job applications, student records. They can have a significant impact on other staff in Creative Writing, the Faculty of Arts, and GPS, including costly and time-consuming efforts to make corrections. Finally, mistakes at this level can cause significant embarrassment and reputational damage to the program.

Supervision Received

Works under the supervision of the Administrator. Consults the Director and/or Graduate Advisor on unusual problems or on matters which depart from established policy and procedure.

Supervision Given

Supervises temporary staff or student workers, particularly the TA Coordinator. Trains new staff on work procedures and UBC systems. The incumbent serves as a resource for junior and temporary staff in terms of training, guidance, and interpretation of procedures.

Minimum Qualifications

High School graduation and two year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience.

Preferred Qualifications

Training in administration, finance and office procedures and practices, or equivalent preferred. Knowledge of the content and expectations of Creative Writing as a field at the graduate level preferred. Experience with UBC systems (SCIENTIA, FSC, SISC, FMIS TRAC II, WORDPRESS, eVISION, Workday, SITS/eVision, Teaching Evaluation systems) preferred. Excellent computer literacy skills (Word, Excel preferred). Excellent communications skills. Ability to draft, compose and edit well-written correspondence and reports.. Effective interpersonal and organizational skills. Ability to type 50 w.p.m. Ability to operate a normal range of office equipment. Ability to use word processing, spreadsheet, database and electronic mail applications at an intermediate level. Ability to prioritize work and to meet deadlines. Ability to maintain accuracy and attention to detail. Ability to exercise tact and discretion. Ability to work both independently and within a team environment. Ability to interpret and implement policies

About Us

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] .