Job TitleGraduate and Qualified Programs AssistantJob CategoryBCGEU Okanagan Support StaffJob ProfileBCGEU OK Salaried
- Support Services Assistant IVJob Family GroupStaff
- UnionDepartmentUBCO | Administrative Support | Departments of Biology & Chemistry | Irving K. Barber Faculty of ScienceCompensation Range$4,981.00
- $5,713.00 CAD MonthlyJob End DateOngoingPosting End DateNovember 22, 2026Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job/Position Summary:The Graduate & Professional Programs Assistant supports the smooth and efficient operation of graduate and professional programs within the Department of Chemistry and the Department of Biology, including professional programs such as the Masters of Biotechnology (MBTech) program. The role provides comprehensive administrative, academic, and student support services to the Department Heads, Department and Program Managers, faculty, staff, and students. Responsibilities include coordinating Graduate Teaching Assistant hires, supporting admissions and academic records, facilitating program communications, organizing events, and maintaining accurate program documentation. The position requires strong judgement, confidentiality, initiative, and the ability to manage complex workflows in a fast-paced academic environment.
Organizational Status:This position reports to the Department Manager and receives guidance from the Department Heads and Program Manager. The position interacts with faculty members, staff, students, the College of Graduate Studies (CoGS), Research Services, Facilities Management, Enrolment Services, IT Services, and other UBC units.
Major

Responsibilities:
Graduate Program SupportProvides support as required by the Manager(s) to facilitate the delivery of Graduate and Professional Programs.




Organizes the admission review process including application review, preparing summary sheets and processing acceptances or rejections and forwarding the results to CoGs.
Maintains program student information database to track applicant information, degree progression, grades, biographical, financial and award information.
Compiles and prepares statistical data and reports, as required.
Ensures all documents necessary for graduation have been received and processed, and forwards documentation confirming degree completion to CoGs.
Manages course scheduling for the MDS professional programs as required in accordance with established guidelines.
Manages the administration of Graduate Teaching Assistants (GTA) specific to the programs.
Collects, records, uploads, files and/or appropriately disposes of all confidential documents required for student hires (taxes, personal data, and direct deposit).
Provides Salto access for graduate and professional program students.
Other duties as assigned by the Manager(s) and Department Head(s) as required to support the activities of the graduate and professional programs or the Departments.
Academic ServicesProvides “first contact” guidance for faculty, staff and students regarding policies and procedures surrounding admissions, programs of study, awards, research assistantships, graduation and other related matters to help students reach their academic and career goals.
Composes routine correspondence for the Manager(s)



and Head(s).
Completes room booking for graduate classes and activities.
Assists with the maintenance of graduate information files.
Responds to a wide range of enquiries from current and prospective students, alumni, and campus colleagues.
Liaises with and provides support for Graduate Programs as required. Communication, Engagement and Student LifeResponsible for the planning, organization and presentation of various events to graduate students such as orientation, and graduate recruiting in cooperation with the Irving K Barber Faculty of Science’s Communications Office.
Plans and delivers information sessions for prospective students to disseminate program information.
Develops, maintains and updates student recruitment materials.
Participates in graduate recruitment activities and represents the Departments of Biology and Chemistry at graduate and program events.
Responsible for special event planning and delivery to enhance the curriculum as well as academic and professional goals of the student body.
Facilitates regular communication with the graduate student body to ensure students are informed of the goals, objectives, and activities of the MBTech and Graduate program and other information significant for our students via the website, group email messages, class announcements and other forms of communication.
Facilitates communication between the CoGs, the graduate students and professional programs at UBCO and UBCV.
Assists with digital content for promotional materials and social media.
Participates in the preparation, editing, and distribution of the MBTech and Graduate Handbooks.
Reviews the content of the programs’ website and communicates required changes to the IKB Communications Off

📌 Graduate and Professional Programs Assistant (Central Okanagan)
🏢 University of British Columbia
📍 Central Okanagan