Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Hourly - Grad Student Support 3 (Gr8)
Job Title
Graduate Program & Extended Learning Coordinator
Department
Administrative Leadership | Institute for the Ocean and Fisheries | Faculty of Science
Compensation Range
$31.18 - $33.57 CAD Hourly
Posting End Date
September 1, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
August 25, 2026
This is a leave replacement for a fixed term duration.
This is a leave replacement for one-year with the possibility of extension.
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 Summary The Graduate Program Coordinator is responsible for the administration of the Oceans and Fisheries (OCF) Graduate Program & Extended Learning within the Institute for the Oceans and Fisheries (IOF). This position acts as Coordinator to the Graduate Advisor and Graduate Committees in both the admission of graduate students and the day-to-day administration of the MSc and PhD graduate student programs. Including advising prospective students, admissions, awards, interpretation of policies and procedures and the day-to-day administration of over 60 MSc and PhD students. They coordinate the extended learning programs within the IOF, including Future Global Leaders, Vancouver Summer Program and Micro-certificate Programs, assisting in the coordination of marketing, business development, planning and execution of the non-degree related courses




Organizational Status Reports to the Manager, HR & Operations and works closely with the Graduate Advisors and the Graduate Committees to improve work flow and build on the graduate program's strengths.
Work Performed Graduate Program Coordinator (60%)
Oversees the career progress of ~250 graduate students by monitoring academic grades, student appointments, awards and scholarships, program milestones, thesis submissions and defenses and graduation.
This position updates information systems by integrating databases and web-based programs and maintains all related files and records.
ADMISSION TO THE GRADUATE PROGRAM Manages the graduate admissions by providing advice and guidance to the Admissions Committee on application requirements and timelines.
Establishes internal IOF application deadlines based on program requirements and timelines.
Monitors the status of applications to ensure completeness, calculates GPAs to determine eligibility and uploads documentation as necessary.
Generates pdf application files and notifies Admissions Committee when ready for evaluation.
Generates offers of admission (or declines) to applicants, including financial and scholarship information, based on Admissions Committee decision.
Notifies applicants of the outcome.
Maintains ongoing communication with admitted students.
Enters admitted applicant information and uploads files into internal database for Faculty access.




Responds to inquiries regarding program requirements, eligibility, application procedures and program information.
Reviews complex or unusual admission cases and consults with faculty and G+PS as required to clarify requirements and possible options for consideration by the Admissions Committee.
Updates graduate program information for website revision.
STUDENT APPOINTMENTS Graduate Research Assistants. Following supervisor consultation and approval, acts as an HR Analyst in Workday and processes student appointments.
Graduate Teaching Assistants. Acts as liaison between the TA Coordinator, Payroll and GTAs. Determines eligibility based on Department policy and verifies accuracy of assignments. Acts an HR Analyst in Workday and processes student appointments.
Ensure international students hold/renew valid employment authorizations as required.
Revises and/or terminates student appointments as required.
Informs students of tuition fee/payroll procedures and ensures timely submission of appointment to adhere to deadlines.
SCHOLARSHIPS AND AWARDS Identifies awards available for nominations, informs students and faculty on procedures and deadlines, collects, collates and reviews applications/nominations for eligibility, accuracy and completeness for various external/internal awards and uploads to internal database for Scholarship Committee evaluations as required. Generates internal award recommendation documentation (along with Departmental financial information) forwards to the Awards Office for processing.
Coordinates the NSERC Postgraduate Scholarship Competitions by interpreting NSERC policies and procedures and informs faculty and students of requirements, application procedures and deadlines.
Downloads/collects documenta

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📌 Graduate Program & Extended Learning Coordinator (British Columbia)
🏢 UBC
📍 British Columbia