Senior Program Assistant, Graduate Programs

The University of British Columbia; Vancouver; On-site; CAD 53,000 - 57,000; Full time

Job summary

The University of British Columbia is seeking a Senior Program Assistant in Graduate Programs to deliver complex administrative coordination for the Peter A. Allard School of Law’s graduate and distance-learning offerings.

You will work with senior staff, assist with admissions, and liaise with internal and external stakeholders to ensure smooth operations across LLM, PhD, and executive education programs. This leave-replacement role requires strong organizational skills, attention to

Qualifications

• Experience coordinating complex administrative tasks for graduate programs.
• Familiar with graduate admissions processes and timelines.
• Strong written and oral communication across stakeholders.

Responsibilities

• Coordinate all aspects of graduate programs admissions and selection.
• Advise prospective students on admissions requirements and deadlines.
• Provide confidential administrative support to senior program staff.
• Organize meetings, minutes, and maintain program records and correspondence.

Skills

Administrative coordination

Graduate programs knowledge

Stakeholder liaison

Document management

Education

Post-secondary diploma

Job description

Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title: Senior Program Assistant, Graduate Programs

Department: Graduate Professional Programs | Peter A. Allard School of Law

Compensation Range: $4,739.00 - $5,102.00 CAD Monthly

Posting End Date: August 30, 2026 (Applications will be accepted until 11:59 PM on the Posting End Date).

Job End Date: October 4, 2027 (This is a leave replacement for a fixed term duration. This is a one-year leave replacement, with possibility of an extension, subject to the incumbent’s return from leave.)

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

This position provides complex administrative coordination and ensures the successful delivery of administrative support for the Peter A. Allard School of Law's Graduate and Professional Programs, working directly with senior staff and the Associate Dean, Graduate and Professional Programs, and liaising with the Faculty of Graduate & Postdoctoral Studies, Non-Degree Studies, and external stakeholders including the legal regulators, as needed. This position ensures administrative success for the law school’s LLM CL, LLM Taxation, LLM, PhD degree, distance learning program, and executive education. This position is also responsible for confidential administrative support to the Associate Dean Graduate Studies, the Chair, Graduate Committee, the LLMCL Lecturer, and the Director, LLM Tax Program, as requested.

Organizational Status

Takes direction from the Associate Dean, Graduate Professional Programs, and the Director, Professional Programs, Graduate Program Advisor, as well as the Professional Programs Coordinator, on matters related to the Graduate and Professional Programs. Reports to the Director, Professional Programs.

Work Performed

Coordinates all aspects of graduate programs admission and selection, including: Advises prospective law graduate students on the admissions requirements for programs. This includes: reviewing received application documents; evaluating the completeness and contacting applicants for missing documents Calculates GPAs from applicant transcripts; Prepares recommendations for admission to the Faculty of Graduate Studies Prepares correspondence regarding welcoming to program or declining admission Administers and coordinates all graduate programs, including: Communicates with Faculty of Graduate Studies regarding student progress; Communicates to the National Committee on Accreditation or other external units for program status and course explanation letters; Drafts broadcast and individual communications for students; Prepares graduation and program completion letters; Coordinates and submits expense reimbursement requests; Coordinates orientation and graduation activities; Actively contributes to improving the overall graduate student experience.

Provides complex administrative support directly to the Associate Dean Graduate Studies and Professional Programs, Director of Graduate Professional Programs, the Graduate Program Advisor, Graduate Professional Programs Coordinator and Chair of the Graduate Committee Oversees the administration process of all law graduate and professional programs and new initiatives. Communicates new ideas and workflow strategies to the Director, provides input into program administration policy, and develops and implements work process and procedures.

Responds to confidential telephone, email and in-person graduate program inquiries, providing information of a complex and sensitive nature for both prospective and current students. Assists in preparation of financial reimbursement paperwork as needed. Administers and coordinates the online learning program, including: Receives and evaluates application documents, and provides an admission recommendation to senior graduate program staff; Forwards admission recommendation and associated documents to Enrolment Services for formal admission to the university; Registers students in appropriate distance learning courses; Sends collated final exams to the course instructors for marking; Maintains database of current students and current and former instructors.

Organizes Law Graduate Committee meetings, takes minutes, distributes minutes to committee members Organizes the Associate Dean Graduate Studies and Professional Programs' calendar to ensure adequate interpretation and prioritization on student related matters; prioritizes inquiries for response. Drafts and edits reports by organizing and leading research and statistical data analysis regarding enrolment, applications, course offerings, and other routine research as required.

Makes arrangement for graduate program events, completing tasks such as printing name tags and brochures, event set-up, guest/speaker invites Compiles, edits, and disseminate relevant graduate student news and event information to students and faculty through emails, posters, and webpages. Oversees with records management administration for documents in archives and storage. - Delivers required, confidential, and sensitive original hard-copy documents to Faculty of Graduate and Postdoctoral Studies. Creates, updates, and maintains all information, documentation and communications related to graduate programs at the Peter A. Allard School of Law. Assists with hiring Worklearn students, including preparing job ads and communicating with candidates; helps to train student employees as required. Assists in the degree promotion and the building of alumni relations, including social media outreach, coordination of students articling positions and job placement, development of alumni list, and participation in the recruitment and marketing projects, as needed.

Faculty Support: Provides administrative support as requested for the Associate Dean Graduate Studies, including the Graduate Committee Chair, the LLMCL Lecturer, and the Director, LLM Tax Program. Prepares course and exam materials, ensuring that Faculty deadlines are met. Assists in preparation of financial reimbursement paperwork as needed. Sets up and maintains filing systems as needed, ensuring confidentiality. Works independently to prioritize tasks from faculty including: assembling materials for meetings, contacting people, and forwarding mail, making travel and accommodation arrangements. Organizes meetings for staff, faculty and guests to support work as needed (finding appropriate times for participants, booking the venue and equipment if necessary, and setting up equipment, ordering catering) Arranges for the distribution of materials and takes minutes as needed. Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

Poor judgment or errors in administration and processing confidential materials and correspondence for students and senior staff could have an adverse effect on the work of the Faculty and Graduate programs at the law school. Failure to act in a professional, tactful manner would have an adverse effect on the image of the Allard School of Law and efforts of the graduate and professional programs. Must be able to exercise a high level of judgment, decision making, and professional communication abilities in dealing with all administrative matters in the portfolio in dealing and tact with administrative matters.

Supervision Received

Works independently according to general direction and/or guidance.

Supervision Given

Initiates new employees into office and procedural routines. Supervises temporary staff and student employees and work learn students.

Minimum Qualifications

High School graduation, plus two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience. - 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

Training in administration, such as basic accounting, submitting expenses, tracking budget lines, securing invoices from vendors, office procedures, or other related field. Experience working as a legal assistant in a law firm, or alternate capacity in the legal profession, or with internationally-trained lawyers, or with graduate programs is considered a definite asset. Ability to prioritize work, multi-task, work under pressure and to meet deadlines. Ability to maintain accuracy and attention to detail. Ability to exercise tact and discretion when handling sensitive and confidential matters. Ability to work effectively independently and collaboratively in a team environment. Ability to communicate effectively verbally and in writing, using clear, concise business English. Ability to make thoughtful, informed, and thorough decisions. Ability to analyze and redesign work flow/business processes to make them more efficient and effective. Ability to use Microsoft Office (Excel, Word, Outlook), as well as database systems, at an intermediate level Ability to use Zoom, including managing waiting rooms, and the chatbox at an intermediate level. Ability to use eVision and WorkDay Student. Ability to use CRM technology to manage private student information and send communications. Ability to use Drupal for website editing, and Envoke for mass mailings. Ability to use social media on a professional level, especially managing posts, questions and requests to join LinkedIn groups. Knowledge of UBC policies and procedures preferred, particularly relating to student systems and awards, and handling private and confidential information

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].