Engineering Programs Administrator

Job Summary

The School of Engineering Academic Services team provides comprehensive support for over 2000 undergraduate and graduate students to ensure they meet their full potential

throughout their academic career.

As a member of the Engineering Academic Services team, this position provides administrative and student service support to both the Graduate and Undergraduate programs in the School of Engineering. This role supports a variety of academic and co-curricular areas, with key responsibilities in professional development, events, and the student experience.

Organizational Status

This position reports to the Manager, Engineering Academic Services. Work may also be directed by the Associate Director, Undergraduate Students and the Professional Development Officer. This position interacts with faculty, staff, students, alumni, and external partners.

Work Performed

Student and Event Support

Supports equity-deserving student populations by enacting initiatives for the Equity, Diversity, and Inclusion Committee and the Indigenous Initiatives Committee including providing logistics for meetings and events and playing a lead role in coordinating commemorative events like Truth and Reconciliation Day and 14 Not Forgotten)

Coordinates support for Women in Engineering (WiE) including supporting the student club and planning and executing events from breakfasts to power tools workshops.

Plans and executes events for new students (JumpStart, Create) to ensure a smooth transition to university and for current students (169 celebration and a graduation day reception) to enhance the student experience.

Provides essential logistical support for student retention initiatives, which include providing in-class information sessions to first-year students, coordinating guest speakers, conducting mid-term reach outs, and providing midterm de-stress programming.

Provides administrative assistance to the fourth-year capstone design course coordinators, examples include: industry communications, IP Agreement processing and tracking, final report technical coordination support, and project reimbursements

Coordinates and executes the Capstone Showcase event annually.

Student Professional Development

Supports the Professional Activities Fund, including scheduling meetings, preparing documentation, coordinating reimbursements, responding to queries, recommending policy updates, and supporting annual reporting.

Coordinates the day-to-day operations of the Engineering Mentorship Program including enrolment, mentor/mentee matching, mentorship events, and ongoing monitoring.

Organizes logistics for key events such as Industry Night and Engineer in Residence.

Maintains and updates content on the Professional Development and Experiential Learning website.

Assists with the development, implementation, and promotion of new and existing professional development programs and opportunities for students.

General Administrative Support

Attends Committee meetings, takes minutes, and facilitates decisions made by the committee.

Participates in identifying processes and systems that require improvement, mapping current processes, redesigning, processes, and making recommendations for change

Monitors the School of Engineering website regularly and submits additions, deletions and changes in a timely manner

Performs other related duties as required.

Consequence of Error/Judgement

This role requires sound judgment and thorough knowledge of UBC, Faculty of Applied Science, and School of Engineering policies and procedures. Errors or misinformation may impact students’ academic progress, professional development, and accreditation status. Poor communication or service delivery could negatively affect relationships with students, faculty, alumni, and external stakeholders, and could harm the reputation of the School and UBC.

Supervision Received

Reports directly to the Manager, Engineering Academic Services. Work is carried out under general direction, with specific tasks assigned by the Associate Director, Undergraduate Students and the Professional Development Officer, as appropriate. The position is cross-trained to support a range of academic administrative functions within the School of Engineering.

Supervision Given

None

Minimum Qualifications

Completion of four years post-secondary.

Over two years of relevant experience or the 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

Experience within UBC or another post-secondary environment preferred.

Proficiency in a range of computer systems, software, and databases; ability and willingness to learn new tools as required.

Experience with website content management is an asset.

Strong organizational and time management skills with the ability to multi-task, take initiative, and meet deadlines in a fast-paced environment.

Excellent attention to detail and a high degree of accuracy.

Effective communication skills across multiple formats and audiences.

Demonstrated judgment, discretion, tact, and the ability to handle confidential information appropriately.

Comfortable interacting with diverse stakeholders in a multicultural environment.

Ability to work independently and collaboratively as part of a team.

Willingness and flexibility to work occasional evenings or weekends as required.

Intercultural communication experience considered an asset.

Familiarity with UBC and Faculty policies is an advantage.

Ability to manage the complexity of a multi-faceted role focused on supporting student success.