Staff - Union

Job Category : CUPE 2950

Job Profile : CUPE 2950 Salaried - Grad Student Support 3 (Gr9)

Job Title : Graduate Program Assistant

Department : Administration & Operations | Department of Educational and Counselling and Psychology, and Special Education | Faculty of Education

Compensation Range : $4,959.00 - $5,532.00 CAD Monthly

Posting End Date : July 11, 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, 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

Responsible for coordinating a variety of complex tasks in connection with the administrative functions associated with the graduate student program in the Department of Educational and Counselling Psychology, and Special Education, including admission, administration, advising and scholarship. Provides front-line support and guidance to current and prospective graduate students, responding to inquiries, providing information and assisting in the resolution of complex issues. The incumbent must have thorough knowledge of UBC and Department policies and procedures relating to graduate programs.

Organizational Status

Work is done jointly with second Graduate Program Assistant. Reports to the Administrative Manager and interacts with Head, faculty, graduate students, staff and the public.



Liaises closely with Graduate and Post-Doctoral Studies; UBC Student Services; Faculty of Education Office of Graduate Programs and Research; Departmental Graduate Program Director; Office of Skilled Learning and others. The Department has approximately 400 Graduate Students and 40 Faculty Members.

Work Performed

Admissions:

- Responsible for all aspects of graduate program admissions, including the selection process and bringing cases requiring special adjudication to an admissions committee for determination.
- Liaises with other academic institutions to identify barriers to increasing enrollment and makes recommendations for improvement.

Advising/Records/Registration/Student Progress tracking-Graduation/Doctoral Exams:

- Prepares and forwards requests for alterations to student records to G+PS, such as leaves of absence, program extensions, grade changes, and program transfers, ensuring all required information and approvals are included.
- Deals with case-specific enquiries, (including routine status enquiries from prospective graduate students, student program status, etc.), advises students of UBC policies and procedures. Reviews complex problems relating to graduate students with faculty members: Graduate Program Coordinators, Director of Graduate Programs, or the Head of the Department.
- Conducts regular checks (at least annually), for student registration/record concerns such as missing grades, lapsed registration, etc.
- In consultation with the Faculty Supervisors, processes the necessary paperwork for the Ph.D.



final examination to be completed: reviews that the timelines relating to processing completion of degree requirements are met; arrange for confirmation of completion of graduation requirements to be forwarded to the G+PS.
- Registers students in restricted courses.
- In liaison with the Timetable Representative and Area Coordinators, opens sections of courses as necessary and carries out student registration in these courses.
- Ensures that graduating students have met all program requirements, and prepares Graduation Checklist.
- Responsible for maintaining graduate student database. Provides statistical information as requested by the Head of the Department, Director of Graduate Programs, Program Area Coordinators.

Awards/Financial Aid:

- Performs financial duties such as managing a budget, tracking of all allocated monies for scholarships and fellowships (4YF and GSI), etc.
- Prepares the Tri-Council/Affiliated Fellowships nomination package for submission to G+PS, ensuring all required documentation is intact. Follows up on missing documentation.
- Tracks award recipient data and provides administrative assistance in their awards activation.
- Attends Tri-Council/Affiliated Fellowships workshops provided by G+PS and communicates essential information to students and faculty.

Training/Supervising:

- Coordinates and schedules the work of the GAA Peer Advisors. Ensures the GAA Peer Advisors have the schedule of appointments to see prospective applicants either once or twice a week, coordinates the schedule of information sessions with the GAA.
- Monitors GAAs performance and ensures GAAs are able to answer questions related to admissions. Gives feedback to the Director of Graduate Progra

📌 Graduate Program Assistant (Vancouver)
🏢 University of British Columbia
📍 Vancouver