Graduate Programs Assistant - Auxiliary

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Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Hourly - Support Services Assistant II Job Title Graduate Programs Assistant - Auxiliary Department UBCO | Administrative Support | Departments of Biology & Chemistry | Irving K. Barber Faculty of Science Compensation Range $30.96 - $35.51 CAD Hourly Posting End Date June 27, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date October 31, 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 position provides a wide range of confidential administrative support to the Graduate Program Coordinators in the Irving K. Barber Faculty of Science (FoS). This position supports multiple key university graduate administrative services in FoS including: development of processes, application and admissions, student registration, records and progress tracking, degree completion and data reporting. This position works in conjunction with the College of Graduate Studies, Enrollment Services and the departments within FoS. Organizational Status This position works closely with Graduate Program Coordinators but reports directly to the Director, Administration, Operations and Strategic Partnerships (Director). The incumbent works as a first-line resource person for all graduate programs within FoS. This position acts as liaison to various areas and departments including the AVP Academic and Research Office, the Office of the Deputy Vice-Chancellor (DVC) and Principal, Development and Alumni Engagement, University Relations, College of Graduate Studies, Centre for Scholarly Communication, Centre for Teaching & Learning, Library, IT, Media and Classroom Services and Facilities Management. The role responds to inquiries from faculty, staff, students and the general public. Work Performed 1. Assist Program Coordinators by: - Providing general information to current and pre-admission FoS graduate students with academic program options, transfer credit, course selection and registration. - Assessing graduate applications and admissions, including calculating grade point average (GPA) and cross-referencing international qualifications. - Prioritizing and directing incoming tasks for timely and appropriate actions and responses. - Providing support for recruitment through assessment of International students and institutions. - Monitoring changes to university academic and administrative policies; assisting with development and review of policies and procedures relating to graduate programs in FoS. - Performing degree audits to ensure students have completed degree requirements. - Assisting students with course selection and registration for FoS graduate programs. - Working with the Student Information Services Centre (SISC) program to access student information when required. - Drafting agendas, recording and transcribing meeting minutes and ensuring the progress of action items. - Consulting with the College of Graduate Studies to resolve problems and/or discrepancies in academic records. - Assisting with assignment and monitoring of graduate awards and scholarships as recommended by the Faculty. - Overseeing tracking of student performance and notifying Graduate Program Coordinators regarding withdrawals, provisional/probationary standings. - Ensuring proper submission of student and faculty administrative forms. - Coordinating with the College of Graduate Studies and external institutions. 2. Assists with communication by: - Maintaining information flow to students regarding notification of critical dates and deadlines (i.e. annual progress reports, graduate supervision, course registration and graduation deadlines). - Ensuring that the graduate website content is accurate, clear, updated in a timely manner and consistent across all FoS sites as required. - Working with the Faculty Service Centre (FSC) to send out class notices and verify grade submissions. - Preparing and updating promotional materials for ongoing recruitment programs. - Updating program related documents such as Graduate Program regulations and related information such as handouts, forms and web entries. - Processing and maintaining student records and databases. - Assisting graduate and programs with schedules and timetables. - Revising and maintaining course timetabling in response to program policy changes. - Coordinating and publicizing graduate student research seminars - Announcing thesis defenses and processing related tasks 3. Performs general office duties by: - Collecting course outlines and assuring quality control. - Assisting with faculty evaluations and final exam coo

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