Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Hourly - Support Services Assistant II Job Title Research Graduate Support Administrator - Auxiliary Department UBCO | Administration | Dean's Office Staff | Faculty of Health and Social Development Compensation Range $30.96 - $35.51 CAD Hourly Posting End Date September 3, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. 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.

For research graduate programs within the Faculty of Health and Social Development (FHSD), this position works to provide a wide range of administrative support in all aspects of university graduate administrative services including: application and admissions; and data reporting. This is an Auxiliary (hourly) position with an expected end date of March 2027. This position supports three School Program Coordinators within the School of Nursing (SoN), the School of Social Work (SSW), and the School of Health and Exercise Sciences (HES).

Working under the direct supervision of the FHSD Project and Administration Coordinator this position responds to inquiries from faculty, staff, students and the general public and supports UBC and FHSD initiatives, and regularly liaises tasks with various departments including; the AVP Academic and Research Office; the College of Graduate Studies

- Centre for Scholarly Communication
- Centre for Teaching & Learning
- Library
- Provides support to FHSD and UBC policies, initiatives, and processes so that the appropriate research graduate programs (MSc HES, PhD Kinesiology, thesis-based MSW, thesis-based MSN, etc.) Provides general information, academic program options, transfer credit advice, course selection and registration guidance to current and pre-admission research graduate students. Using appropriate electronic platforms (currently e-Vision) and other appropriate systems performs preliminary assessments of graduate applications; ensures integrity of, and cross-references international qualifications. Assists students with course selection and registration for FHSD research graduate programs. Supports to ensure the proper and accurate submission of student and faculty administrative forms. Administers, updates, processes and maintains student records and databases.



Ensures that FHSD graduate student records and files are appropriately archived, managed. Works in collaboration with the Centre for Teaching and Learning (CTL) to support student online, and distance learning activities. Consults with the College of Graduate Studies (COGS) to resolve arising issues, resolves discrepancies in academic records, and works to ensure that student degree requirements are properly met. Works in collaboration with the Faculty Service Centre (FSC) and/or Student Information Services Centre (SISC) to disseminate class notices
- Records and tracks student performance; notifies School Graduate Program Coordinator of withdrawals, and provisional or probationary standings. As directed, supports the process of assigning and monitoring of graduate awards and scholarships. As directed supports the coordination of activities related to graduate student exams and exam supervision
- For research graduate matters, schedules committee meetings, drafts agendas, records and transcribe meeting minutes and coordinates the progress of action items. graduate supervision dates; course registration and graduation deadlines. Assists the process of setting and managing graduate programs with schedules and timetables. Revises and maintains course timetabling in response to program and policy changes. Collects and compiles course outlines and supports the quality assurance process, and provides support with faculty course evaluations. When required, and as directed, provides short-term administrative, and other support duties to cover other administrators within the FHSD Admissions portfolio. When required, and as directed, provides short-term administrative, and other support duties to support wider FHSD activities and initiatives. This position works with conflicting demands and exercises considerable independent judgement when assessing disparate graduate applications against a complex matrix of requirements. This process requires in-depth knowledge of graduate program entry requirements, and also a thorough understanding of the admissions process. This position has significant influence on the admission, administration, and appropriate outcomes of graduate students.



Providing incomplete or inaccurate information or advice to students can adversely impact the FHSD'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. This position has access to confidential student records and materials and processes information into student records in an online system, errors have a direct impact on student academic records. Inability to work cooperatively with students, faculty and staff may jeopardize the effective provision of services to students. The accurate and timely processing of curriculum and related proposals ensures effective implementations. Delays in timing or errors in processing curriculum items could impact the implementation of proposals.

Supervision Received

Overall objectives are also determined in consultation with each of the School Graduate Coordinators; this position then works under the direct supervision of the FHSD Project and Administration Coordinator and will also receive direction and supervision from the FHSD Manager, Administration & Operations.

Supervision Given

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 Undergraduate degree, minimum of three years experience, or an equivalent combination of education and experience is required. Higher levels of proficiency in MS Office software, including Word, Excel, PowerPoint, Outlook, Adobe products. Demonstrated ability to manage data across a range of proprietary software platforms.

Excellent customer service skills are essential. Knowledge of university policies and procedures an asset. The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally.

A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work.

Equity and diversity are essential to academic excellence. An open and diverse community f #

📌 Research Graduate Support Administrator - Auxiliary (Kelowna)
🏢 The University of British Columbia
📍 Kelowna