Graduate Program Assistant

University of British Columbia - Staff; Vancouver; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a Graduate Program Assistant to support the administration of graduate programs in a dynamic educational environment. This role involves coordinating various administrative tasks, providing front-line support to students, and ensuring smooth operations within the department. The successful candidate will demonstrate strong organizational and communication skills, with a commitment to equity and inclusion. Join a vibrant team that values diverse perspectives and fosters a collaborative atmosphere, making a meaningful impact on the academic journey of graduate students.

Qualifications

• 4 years of related experience or equivalent education required.
• Intermediate to advanced knowledge of Microsoft Office Suite is essential.

Responsibilities

• Coordinate graduate programs administration and provide support to the Graduate Advisor.
• Respond to inquiries from students and maintain the graduate student database.

Skills

Microsoft Office Suite

Effective Communication

Organizational Skills

Interpersonal Skills

Attention to Detail

Education

High School Graduation

Two-Year Post-Secondary Diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Drupal

Workday Student

Job description

Staff - Union

Job Category CUPE 2950 Job ProfileCUPE 2950 Salaried - Grad Student Support 3 (Gr9) Job Title Graduate Program Assistant Department Administration & Operations | Department of Language and Literacy Education | Faculty of Education Compensation Range $4,959.00 - $5,532.00 CAD Monthly Posting End Date May 17, 2025

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

Job 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 Description Summary

The incumbent must have a thorough knowledge of the Policies and Procedures set out by the Faculty of Graduate and Postdoctoral Studies at UBC. Responsible for the organization and coordination of the Graduate Programs in the Department of Language & Literacy Education. Provides front-line assistance to current and prospective graduate students, providing information and assisting in the resolution of complex issues.

Organizational Status

Report to the Administrative Manager, receives work assignments from the Graduate Advisor. Liaises with faculty, students, Research Services, Student Financial Assistance and Awards, Enrolment Services, Graduate Student Society, International House, Faculty of Graduate and Postdoctoral Studies (G+PS), the Office of Research Education (ORE) in the Faculty of Education.

Work Performed

• Coordinates all aspects of graduate programs administration in the department; provides administrative support to the Graduate Advisor such as composing routine correspondence requiring familiar information such as factual information on department graduate programs; preparing written responses for Graduate Advisor's signature;
• Responds to oral and written inquiries of a varied and complex nature from current and potential students as well as inquiries from advisors in regards to faculty and university policies, requiring a thorough knowledge and understanding of policies relating specifically to the graduate program;
• Evaluation of North American and International transcripts based on G+PS admission requirements. Collecting on-line and mail-in application materials and fees; keeping track of the status of applications and liaising with applicants over missing documents, completing the application process and bringing cases requiring special adjudication to subject area faculty members for review and ensuring the files are returned in time for the graduate committee meeting. Composing rejection and unofficial acceptance letters for the Graduate Advisor. Creating student files and entering relevant information on the department Access database;
• Maintaining and updating graduate student Access database. Updating students' personal information, student progress, awards and assistantships. Generating and compiling reports from the database for the Graduate Advisory Committee, Graduate Advisor and ORE; follow up with students and advisors of expiration of degree time. Managing distribution and receipt of annual progress reports;
• Liaising with G+PS regarding new applications, current and graduating students; interacting with Admissions on new student documentation, and with Records for troubleshooting student problems, while in the program and for student graduation;
• Responsible for distributing SSHRC/UGF application materials to graduate students; informing students of department deadlines; evaluating transcripts and collecting and photocopying completed application materials for distribution to the Graduate Advisory/Awards Committee for review and ranking. Preparing department recommendations for G+PS; follows up on students awards by processing documentation and ensuring students' receive awards;
• Forecasting student funding needs; working in partnership with the Graduate Advisor and Administrative Manager to allocate to student funding; processing financial paperwork related to student funding; on-going tracking and reporting on student funding allocations.
• Taking, transcribing and distributing minutes of Graduate Advisory Committee meetings and ensuring that decisions and recommendations at such meetings are accurately recorded, and acting upon some of the motions and actions, such as enacting new policy generated by the committee;
• Supervises and trains Graduate Academic Assistants (GAAs), including coordinating schedules, monitoring performance, and providing feedback to the Graduate Program Advisor, Area Coordinators, and Administrative Manager. Provides input on GAA hiring and rehiring decisions, makes recommendations, and interviews applicants with the Graduate Advisor. Ensures GAAs have scheduled advising appointments and coordinates information sessions. Trains GAAs on work procedures and organizes events such as Graduate Seminars, Student Orientation, and Convocation Receptions. Participates in decisions regarding the number of GAAs needed and the recruitment process.
• Helps organizing graduate student orientations; running new student orientation; communicating regularly with graduate students and advisors about deadlines, funding opportunities, events, etc. in LLED, the Faculty of Education, and UBC.
• Obtaining transcripts and student information such as awards, degrees, biographical and financial date on the Workday Student and FSC systems;
• Developing and revising the graduate program guidelines and handbook in consultation with the Graduate Advisor;
• Generating, updating and preparing graduate application packages for prospective applicants;
• Maintaining filing system for current, graduated, withdrawn, incomplete and rejected applications. Ensuring files are kept up-to-date and inactive files are disposed of in accordance with established procedure.
• Processing paperwork for graduation; creating checklist for student graduation; liaising with G+PS on any problem situations leading up to the graduation deadline;
• Responsible for maintaining the department graduate student email list serve;
• Performs other related duties in keeping with the qualifications and requirements of the job.

Consequence of Error/Judgement

This position exercise judgment and initiative in the interpretation and application of agency, University and Department policy and procedures. Attention to deadlines, detail and confidentiality is of great importance and could affect the reputation of the Department, Faculty and University if not appropriately followed. Providing misinformation on University policy and/or procedure could jeopardize the academic progress of a student and/or the Department's program development or result in the loss of applicants to the graduate program.

Supervision Received

Works independently under broad direction and supervised by the Administrative Manager. Exercises independent judgment in selecting and interpreting information and reconciling deviations from standard methods; occasionally consulting the Administrative Manager with reference to new or complex problems.

Supervision Given

Supervises Graduate Academic Assistants (GAAs), schedules their work, and provides feedback on their performance and takes a leadership role in organizing events like seminars, orientations, and convocations.

Minimum Qualifications

- 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

EDUCATION/WORK EXPERIENCE:
− High School graduation and two-year post-secondary diploma and Training in office procedures and practices required.
− 4 years related experience or the equivalent combination of education and experience.
− Intermediate to advanced knowledge of Microsoft Office Suite (Word, Outlook, Excel and Access) and experience with Drupal, e-Vision, Workday Student and access database required.
− Knowledge of University policies and procedures an asset.
SKILLS:
− Ability to prioritize and work effectively under pressure to meet deadlines.
− Ability to set priorities, exercise initiative, and make sound judgments in planning assignments
− Effective oral and written communication, interpersonal, and organizational skills.
− Ability to communicate effectively and tactfully with faculty, staff, students and the public in giving and obtaining information, and in explaining practices and procedures.
− Thorough knowledge of policies and procedures set by the Faculty of Graduate and Postdoctoral Studies.
− Ability to deal with a diversity of people in a calm, courteous, and effective manner and exercise tact, discretion, judgment and diplomacy.
− Ability to take and transcribe accurate meeting minutes.
− Ability to compose correspondence, reports, presentations and other written materials using clear concise business English.
− Ability to maintain accuracy and attention to detail.
− Ability to work effectively, independently and in a team environment.
− Ability to operate or trouble shoot for various office equipment including laptops and projectors.
− Knowledge of UBC systems including Canvas, Wordpress, Workday Student, Scientia preferred.