Research Graduate Support Administrator - Auxiliary

ubc; Kelowna; On-site; CAD 43,000 - 50,000; Full time

Job summary

UBC is seeking an Auxiliary, hourly Research Graduate Support Administrator to provide comprehensive graduate program administration, including applications, admissions, registration, records and data reporting.

This role supports three schools within FHSD, collaborates with several offices, and helps manage student records, graduate awards, exams, and deadlines, ensuring smooth operations and timely communications.

Responsibilities

• Provides support to FHSD and UBC policies, initiatives, and processes so that the appropriate research graduate programs outcomes are ensured.
• Provides general information, academic program options, transfer credit advice, course selection and registration guidance to current and pre-admission research graduate students.
• Uses electronic platforms (currently e-Vision) and other systems to perform preliminary assessments of graduate applications; calculates GPA; assesses prerequisites; ensures integrity of and cross-references international qualifications.
• Assists students with course selection and registration for FHSD research graduate programs.
• Maintains and updates student records and databases; ensures graduate student records are archived and managed.
• Collaborates with SISC to input and manage student information; with CTL to support online/distance learning activities.
• Resolves discrepancies in academic records with COGS; disseminates class notices; verifies grade submissions.
• Supports IT, media and classroom services to resolve arising issues.
• Records and tracks student performance; notifies coordinators of withdrawals or probationary standings.
• Assists in coordinating graduate exams, faculty evaluations and final exam coordination.
• Schedules committee meetings, drafts agendas, records minutes, and coordinates action items; communicates critical dates and deadlines to students.

Job description

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Hourly - Support Services Assistant II

Job Title

Research Graduate Support Administrator - Auxiliary

Department

UBCO | Administration | Dean's Office Staff | Faculty of Health and Social Development

Compensation Range

$30.96 - $35.51 CAD Hourly

Posting End Date

September 3, 2026

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

Job End Date

February 28, 2027

Company Culture

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

For research graduate programs within the Faculty of Health and Social Development (FHSD), this position works to provide a wide range of administrative support in all aspects of university graduate administrative services including: application and admissions; student registration; records and progress tracking; degree completion; and data reporting.

This is an Auxiliary (hourly) position with an expected end date of March 2027 .

Organizational Status

This position supports three School Program Coordinators within the School of Nursing (SoN), the School of Social Work (SSW), and the School of Health and Exercise Sciences (HES). Working under the direct supervision of the FHSD Project and Administration Coordinator this position responds to inquiries from faculty, staff, students and the general public and supports UBC and FHSD initiatives, and regularly liaises tasks with various departments including; the AVP Academic and Research Office; the College of Graduate Studies; Centre for Scholarly Communication; Centre for Teaching & Learning; Library; IT, Media and Classroom Services.

Work Performed

• Provides support to FHSD and UBC policies, initiatives, and processes so that the appropriate research graduate programs (MSc HES, PhD Kinesiology, thesis-based MSW, thesis-based MSN, etc.) outcomes are ensured.
• Provides general information, academic program options, transfer credit advice, course selection and registration guidance to current and pre-admission research graduate students.
• Using appropriate electronic platforms (currently e-Vision) and other appropriate systems performs preliminary assessments of graduate applications; calculates grade point averages (GPA's); assesses pre-requisites; ensures integrity of, and cross-references international qualifications.
• Assists students with course selection and registration for FHSD research graduate programs.
• Supports to ensure the proper and accurate submission of student and faculty administrative forms.
• Administers, updates, processes and maintains student records and databases. Ensures that FHSD graduate student records and files are appropriately archived, managed.
• Works in collaboration with UBC Student Information Services Centre (SISC) program to input, maintain an manage student information.
• Works in collaboration with the Centre for Teaching and Learning (CTL) to support student online, and distance learning activities.
• Consults with the College of Graduate Studies (COGS) to resolve arising issues, resolves discrepancies in academic records, and works to ensure that student degree requirements are properly met.
• Works in collaboration with the Faculty Service Centre (FSC) and/or Student Information Services Centre (SISC) to disseminate class notices; verification of grade submissions, etc.
• Works is collaboration with IT, Media and Classroom Services to resolve arising issues.
• Assesses and escalates unusual current or pre-admission student-related queries to the as needed.
• Records and tracks student performance; notifies School Graduate Program Coordinator of withdrawals, and provisional or probationary standings.
• As directed, supports the process of assigning and monitoring of graduate awards and scholarships.
• As directed supports the coordination of activities related to graduate student exams and exam supervision; faculty evaluations and final exam coordination.
• For research graduate matters, schedules committee meetings, drafts agendas, records and transcribe meeting minutes and coordinates the progress of action items.
• Maintains an appropriate information flow to students, and provides, and notifies students of critical dates and deadlines. For example, annual progress reports; graduate supervision dates; course registration and graduation deadlines.
• Assists the process of setting and managing graduate programs with schedules and timetables. Revises and maintains course timetabling in response to program and policy changes.
• Collects and compiles course outlines and supports the quality assurance process, and provides support with faculty course evaluations.
• When required, and as directed, provides short-ter