IGS Program and Research Admin Assistant

Staff - Union

Job Category : BCGEU Okanagan Support Staff Job ProfileBCGEU OK

Title : IGS Program and Research Admin Assistant

Department : UBCO|Administrative Support|Research IGS|Irving K Barber School

Compensation : $4,695.00 - $5,385.00 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

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 Dean’s 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.

Assists with communication :

Research

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

Performs general office duties :

Archives FASS graduate student records and files.

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

Ability to work both independently and within a team environment, exercising tact and discretion when handling sensitive or confidential issues.

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