Senior Program Assistant, Graduate Careers

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title

Senior Program Assistant, Graduate Careers

Department

Graduate Careers Students | Business Career Centre | UBC Sauder School of Business

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

April 13, 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, employees 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

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

UBC Sauder's Hari B. Varshney Business Career Centre (BCC) is a personal, professional, and career development centre that serves 4,000+ undergraduate and 1,000+ graduate business students at UBC Sauder School of Business.

The Senior Program Assistant, Graduate Careers provides complex administrative and program support to the Graduate Careers team supporting graduate students, and provides program information and guidance to students, faculty and industry representatives regarding the programs and the Business Career Centre.

The Senior Program Assistant oversees and supports the daily operations including administration, communications, key programming, student and program data and related projects for multiple student populations. The incumbent is expected to independently provide complex information to the program’s internal and external stakeholders, particularly students, employers, faculty, and employee services.

Organizational Status
Reports to the Career Strategist, Graduate Careers. Works closely with other graduate career team members and other members of the career centre. May participate in the supervision of daily work of student and temporary employees.

Work Performed

Oversees the administrative operations of the UBC Sauder Graduate Careers Programs including coordinating work processes, establishing work schedules and priorities, and resolving day-to-day issues for students, employers and other stakeholder groups.

Program Administration

• Oversees the administration and workflow of multiple graduate programs within the Business Career Centre.

• Serves as a preliminary point of contact for students and main administrator of the graduate career’s inboxes and phone lines. Handles and resolves complex student application inquiries for multiple programs.

• Oversees the job posting applications, including guidance and communication with students and employers.

• Coordinates application bundles, interview schedules, and internship job offer tracking.

• Responsible for designing and updating graduate careers information for related web pages and Canvas sites.

• Responsible for the administrative coordination within Canvas sites for mandatory graduate internship experiences.

• Oversees production and updates for various materials such as new student welcome packages and profile books.

• Assists in the development and oversight of program related surveys and evaluations.

• Uses judgment to interpret policy and establish processes/procedures across Graduate Careers teams.

• Supports finance/budget related tasks for graduate programs.

• Coordinates room bookings and calendars for graduate teams as necessary.

• Provides administrative support to the Graduate Careers teams as needed.
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Program Communication

• Handles and resolves complex student, employer, employee/faculty and other stakeholder inquiries by providing information/guidance.

• Composes and shares communications to students related to announcements, events and other activities.

Programming Support

• Coordinates with graduate program teams to plan and execute a high volume of activities and events such as Opening week, Career Management Workshops, Recruitment Events, Mentorship Programs, Mock Interviews and others as planned.

• Liaises with BCC team, the UBC Sauder events team and other key stakeholders to ensure program activities and events are executed successful.

• Serves as main point of contact for program activities/events and provides day of support when required.

• Responsible for generating, distributing and maintaining event invitations, attendance tracking and serves as main contact for questions and inquiries.

Program Data Management and Reporting

• Provides weekly stats related to employment, to the Graduate Program teams and key stakeholders internally.

• Responsible for coordinating and maintaining program specific qualitative and quantitative data such as attendance and satisfaction.

• Produces updates and reports for stakeholders using PowerPoint, Word and Excel on and regular and ad-hoc frequency.

• Assists with other database management functions as required.

• Supports with annual student employment outcome data for the evaluation of programs.

Other Duties

• Maintains and updates graduate program procedures for all administrative processes.

• As needed, provides back up support for other counterparts in the BCC, including coverage of the main reception desk.

• Provides input into selection of student assistants and temporary employees.

• Performs other duties within the guidelines of the role as required.

Consequence of Error/Judgement
Interactions with students and employers have a direct influence on the image of the MBA and other Careers Programs, Business Career Centre, UBC Sauder School of Business and the University as a whole. Errors in administration could affect the smooth operation of the program, and adversely affect the delivery of services to more than 400 students and employers. Failure to adequately assess employers could result in students being placed in inappropriate work environments. Failure to apply policies and procedures established by the University and UBC Sauder could result in loss of accreditation. Poor judgement, errors or lateness will have a significant impact on the program and could lead to loss of full-time and internship jobs and negatively impact the reputation of other Careers Programs, UBC Sauder programs, UBC Sauder School of Business, and the University of British Columbia.

Supervision Received
Reports to the Career Strategist, Graduate Careers. May receive direction from the Associate Director, Graduate Careers. Works independently under the general direction of the Career Strategist. The incumbent is required to exercise tact and discretion and to be able to interpret and follow program policies and practices.

Supervision Given
May provide formal training and may supervise temporary employees.

Minimum Qualifications
High school graduation, plus a 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

• Experience in business education and/or private sector is preferred.

• High level of accuracy and attention to detail.

• Ability to work under pressure, to meet deadlines and complete work without errors.

• Excellent interpersonal and organizational skills.

• Ability to prioritize and accurately maintain schedules and processes.

• Advanced experience with MS Office suite, particularly Outlook, Excel, Word and PowerPoint.

• Ability to efficiently and effective coordinate tasks, and to manage multiple tasks and priorities.

• Ability to solve problems based on existing policies and procedures.

• Excellent oral and written communication skills. Ability to respond to complex inquiries verbally and in writing.

• Ability to listen actively and obtain clarification as required.

• Ability to develop and maintain collaborative and productive working relationships with a variety of stakeholders.

• Ability to work effectively independently and in a team environment.

• Ability to provide high quality service in a courteous professional manner.