Job Title
Graduate and Professional Programs Assistant
Job Category
BCGEU Okanagan Support Staff
Job Profile
BCGEU OK Salaried - Support Services Assistant IV
Job Family Group
Staff - Union
Department
UBCO | Administrative Support | Departments of Biology & Chemistry | Irving K. Barber Faculty of Science
Compensation Range
$4,981.00 - $5,713.00 CAD Monthly
Job End Date
Ongoing
Posting End Date
November 22, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job/Position Summary:
The Graduate & Professional Programs Assistant supports the smooth and efficient operation of graduate and professional programs within the Department of Chemistry and the Department of Biology, including professional programs such as the Masters of Biotechnology (MBTech) program. The role provides comprehensive administrative, academic, and student support services to the Department Heads, Department and Program Managers, faculty, staff, and students. Responsibilities include coordinating Graduate Teaching Assistant hires, supporting admissions and academic records, facilitating program communications, organizing events, and maintaining accurate program documentation. The position requires strong judgement, confidentiality, initiative, and the ability to manage complex workflows in a fast-paced academic environment.
Organizational Status:
This position reports to the Department Manager and receives guidance from the Department Heads and Program Manager. The position interacts with faculty members, staff, students, the College of Graduate Studies (CoGS), Research Services, Facilities Management, Enrolment Services, IT Services, and other UBC units.
Major Responsibilities:
Graduate Program Support
Provides support as required by the Manager(s) to facilitate the delivery of Graduate and Professional Programs.
Organizes the admission review process including application review, preparing summary sheets and processing acceptances or rejections and forwarding the results to CoGs.
Maintains program student information database to track applicant information, degree progression, grades, biographical, financial and award information.
Compiles and prepares statistical data and reports, as required.
Ensures all documents necessary for graduation have been received and processed, and forwards documentation confirming degree completion to CoGs.
Manages course scheduling for the MDS professional programs as required in accordance with established guidelines.
Manages the administration of Graduate Teaching Assistants (GTA) specific to the programs.
Collects, records, uploads, files and/or appropriately disposes of all confidential documents required for student hires (taxes, personal data, and direct deposit).
Provides Salto access for graduate and professional program students.
Other duties as assigned by the Manager(s) and Department Head(s) as required to support the activities of the graduate and professional programs or the Departments.
Academic Services
Provides “first contact” guidance for faculty, staff and students regarding policies and procedures surrounding admissions, programs of study, awards, research assistantships, graduation and other related matters to help students reach their academic and career goals.
Composes routine correspondence for the Manager(s) and Head(s).
Completes room booking for graduate classes and activities.
Assists with the maintenance of graduate information files.
Responds to a wide range of enquiries from current and prospective students, alumni, and campus colleagues.
Liaises with and provides support for Graduate Programs as required.
Communication, Engagement and Student Life
Responsible for the planning, organization and presentation of various events to graduate students such as orientation, and graduate recruiting in cooperation with the Irving K Barber Faculty of Science’s Communications Office.
Plans and delivers information sessions for prospective students to disseminate program…