IGS Program and Research Admin Assistant

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant II

Job Title

IGS Program and Research Admin Assistant

Department

UBCOAdministrative SupportResearch IGSIrving K Barber School

Compensation Range

$4695.00 - $5385.00 CAD Monthly

Posting End Date

January 29 2026

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

Job End Date

Ongoing

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 IGS Theme Coordinators in the Irving K. Barber Faculty of Arts and Social Sciences (FASS) as well as support for the Faculty Manager Research Graduate and Postdoctoral Studies. This position supports multiple key university graduate administrative services in FASS 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 Enrolment Services and the departments within FASS as well as the Associate Deans office.

Organizational Status

This position works closely with IGS Theme Coordinators but reports directly to the Manager Research Graduate and Postdoctoral Studies. This position works as a first-line resource person for the Interdisciplinary Graduate Studies Program within FASS. 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 Graduate Studies

Assists IGS Theme Coordinators :

• Provides general information to current and pre-admission FASS graduate students with academic program options transfer credit course selection and registration.
• Prioritizes and directs incoming tasks for timely and appropriate actions and responses.
• Provides support for recruitment through assessment of International students and institutions.
• Monitors changes to university academic and administrative policies; assists with development and review of policies and procedures relating to graduate programs in FASS.
• Performs degree audits to ensure students have completed degree requirements.
• Assists students with course selection and registration for FASS graduate programs.
• Works with the Student Workday program to access student information when required.
• Oversees tracking of student performance and notifies IGS Theme Coordinators regarding withdrawals provisional / probationary standings.
• Ensures proper submission of student and faculty administrative forms.
• Coordinates with the College of Graduate Studies and external institutions.
• Schedules IGS courses and Directed Studies courses in collaboration with instructors departments and the Enrolment Services office.
• Coordinates GS Travel Grant process including producing the forms keeping track of winners and sending out letters
• Coordinates the assignment and monitoring of graduate awards and scholarships as recommended by the Faculty. Assesses graduate applications and admissions including calculating Grade Point Averages (GPA) and cross referencing international qualifications and providing notes and additional input for admission committee review.
• Organizes communicates and assists with scheduling thesis oral defenses in collaboration with the College of Graduate Studies.

Assists with communication :

Research

Administrative support to the Manager Research Graduate and Postdoctoral Studies and the Associate Dean :

Performs general office duties :

Performs other related duties as required.

Consequence of Error / Judgement

Judgment requires knowledge of University FASS and the College of Graduate Studies admission requirements policies and procedures. Providing incomplete or inaccurate information or advice to students can adversely impact the FASS s ability to recruit students and can impact students ability to achieve their academic and professional goals and could result in academic appeals or lawsuits. Inability to work cooperatively with students faculty and staff may jeopardize the effective provision of services to students. This position has access to confidential student records and materials and processes information into student records in an online system; accuracy and confidentiality are crucial. Errors have a direct impact on student academic records. The accurate and timely processing of curriculum and related proposals ensures efficient implementations. Delays in timing or errors in processing curriculum items could impact the implementation of proposals. Accuracy and speed and the ability to meet deadlines are critical. Errors could result in unnecessary expenditures which could lead to financial hardship or missed opportunities for effective delivery of services to students faculty and staff.

Supervision Received

This position reports to the Manager Research Graduate and Postdoctoral Studies for day-to- day activities related to the portfolio and to the Manager of Administration and Operations with regards to conditions of employment and University Faculty and Departmental policies and procedures. Overall objectives are determined in consultation with the Graduate Coordinators within the departments. Within those guidelines this position works independently determining priorities as necessary. Guidance is received in matters of strategic significance.

Supervision Given

This position does not supervise any other employees.

Qualifications

Required Experience :

Junior IC

Key Skills

Aviation Safety,Design Engineering,Drilling Engineering,Facilities Management,Account Development,Apache Commons

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 4695 - 5385