Senior Program Assistant

University of British Columbia; Vancouver; On-site; CAD 56,000 - 60,000; Full time

Job summary

The University of British Columbia seeks a Senior Program Assistant to provide complex administrative coordination for graduate and undergraduate programs and student services within SCARP. The role integrates academic administration, student support, recruitment, and accreditation tasks across multiple programs.

The incumbent will coordinate workflows, establish priorities, interpret requirements, and resolve non-routine issues affecting applicants, students and faculty, while maintaining

Qualifications

• Experience coordinating graduate and undergraduate administrative workflows.
• Ability to handle confidential student records and reporting.
• Strong communication and interdepartmental coordination skills.

Responsibilities

• Coordinate complex graduate and undergraduate administrative workflows for admissions, records, progression, and graduation reviews.
• Manage student matters, inquiries, and documentation with attention to policy requirements.
• Support course and curriculum changes and scheduling inputs with academic services.

Skills

Administrative coordination

Student services

Admissions coordination

Job description

Job Title

Senior Program Assistant

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Family Group

Staff - Union

Department

Administration | School of Community and Regional Planning | Faculty of Applied Science

Compensation Range

$5,027.00 - $5,413.00 CAD Monthly

Job End Date

Ongoing

Posting End Date

October 21, 2026

Note: Applications will be accepted until 11:59 PM on the Posting 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 Summary

The Senior Program Assistant, Student and Program Services provides complex administrative coordination for graduate and undergraduate programs and student services across the School of Community and Regional Planning (SCARP). The position brings together academic program administration, student support, recruitment, professional development and experiential learning activities, and accreditation and assessment support.

The incumbent coordinates program workflows, establishes administrative priorities and timelines, interprets academic requirements and established policies, and investigates and resolves non routine administrative issues affecting applicants, students, faculty and program partners. The position maintains accurate records, coordinates interdependent processes and develops administrative procedures to support consistent service across programs. The role supports SCARP's graduate programs, the Joint Major in Urban Studies with Geography, and activities involving Go Global, the Vancouver Summer Program and Future Global Leaders.

Organizational Status

Reports to the Administrator, School of Community and Regional Planning. Works closely with Program Chairs, graduate advisors, admissions committees, faculty, instructors, students and other School staff. Liaises with the Department of Geography, the Faculty of Graduate and Postdoctoral Studies, APSC Academic Services and Shared Services teams, and other University units to coordinate program processes and resolve administrative matters. Maintains operational relationships with alumni, internship providers, employers and community partners.

Work Performed

Academic Program Administration and Student Support

Coordinates complex graduate and undergraduate administrative workflows, including admissions, records, progression, graduation reviews, teaching assistant and curriculum administration. Establishes priorities, timelines and dependencies and follows through on outstanding actions.

Investigates student concerns and non routine registration \

Administers undergraduate processes for the Joint Major in Urban Studies with Geography, resolving course and registration issues and communicating procedural requirements and approved outcomes.

Reviews graduate milestones and graduation documentation, identifies missing requirements and coordinates follow up. Maintains confidential student records, investigates discrepancies and prepares enrolment, progression, completion and graduation reports.

Coordinates admissions schedules, application reviews, committee materials and applicant communications. Interprets requirements, investigates non routine inquiries, resolves documentation and timeline issues and prepares admissions and yield statistics.

Coordinates graduate teaching assistant recruitment, onboarding, appointment documentation and records across courses; resolves administrative discrepancies and tracks completion with faculty and service teams.

Supports approved course and curriculum changes and Teaching and Learning Committee processes. Coordinates School scheduling inputs, room requirements and communications with APSC Academic Services, which leads scheduling and associated system processes.

Admissions recommendations and decisions, graduation eligibility, teaching assistant allocations, selections and appointment approvals remain with faculty and designated authorities.

Program Coordination and Student Initiatives

Coordinates orientation, onboarding, engagement, recognition and community building activities, including schedules, facilities, materials, contributors, communications and administrative follow through.

Coordinates assigned activities involving Urban Studies, Go Global, Vancouver Summer Program and Future Global Leaders; clarifies requirements, organizes work across units and resolves administrative or communication issues.

Coordinates recruitment events, information sessions, o