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 areas, with key responsibilities in graduate student admissions, annual reports, tracking and record-keeping, and support of business processes.

Organizational Status

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

Work Performed

Graduate Student Admissions

• Responds to inquiries from prospective graduate students regarding applications, admission, registration procedures, and academic policies.
• Advises students and faculty members regarding admissions and program requirements for MASC, MENG, and PHD Applied Science programs.
• Supports the creation of graduate recruitment and yield materials, in collaboration with the Graduate Advisor and Engineering Admissions Coordinator.
• Monitors the Evision applications dashboard, transferring PhD and Master of Applied Science (MASc) applications.
• Evaluates SoE Professional Master Degrees (including Master of Engineering (MEng) and Master of Design (MDES) applications in GPO).
• Reviews for completeness and admissibility and forwards admission recommendations to the Associate Director of Graduate Students for review and approval.
• Reviews admission recommendations from faculty members and advises on additional requirements.
• Processes admission and decline decisions to the Associate Director of Graduate Students for final review.

Academic Services & Annual Reports

General Administrative Support

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 of Graduate Students and Graduate Advisor, 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

Preferred Qualifications

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