Graduate Program Assistant

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Grad Student Support 3 (Gr8)

Job Title
Graduate Program Assistant

Department
Administrative Management | Department of Cellular and Physiological Sciences | Faculty of Medicine

Compensation Range
$4,739.00 - $5,102.00 CAD Monthly

Posting End Date
July 16, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job 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. 

Job Summary

The Graduate Program Assistant is responsible for the day-to-day administrative and operational support of the graduate programs within the Department of Biochemistry & Molecular Biology (BMB). The incumbent acts as the liaison between the BMB Graduate Advisor, students, faculty and the UBC Faculty of Graduate & Postdoctoral Studies (G+PS) with various university offices and departments.

The successful candidate must have, or must develop, a thorough working knowledge of the Policies and Procedures set out by G+PS, and possess the ability to navigate and manage changes as the UBC systems or program evolve.  Major duties include: evaluating both domestic and international transcripts; processing applications for admission, graduation and fellowships/awards; registering students in courses; managing and maintaining the Program’s database and website and coordinating HR processes for BMB graduate students.

Organizational Status
Reports to the Graduate Advisor and the Director of Administration in the Department of Biochemistry & Molecular Biology. The Graduate Program Assistant receives general direction from the Graduate Advisor and the Program Manager.
Work Performed

General/HR

• Working closely with the Graduate Advisor,  the Program Manager, and G+PS, coordinates all aspects of the BMB Graduate Program from admission to graduation. Resolves complex problems, such as leaves, withdrawals, extensions, and failed courses.

• Responsible for coordinating HR processes for BMB graduate students, including full-cycle appointments, stipends, leaves, and terminations. Duties include communicating with students and faculty, and processing related tasks using Workday.

• Provides administrative support to the Biochemistry Postdoctoral Scholar Program.

Admissions

• Provides information to and corresponds with prospective BMB program graduate students on UBC and BMB program policies, procedures and requirements, including deadlines for admission, immigration documentation, and case-specific inquiries.

• Evaluates North American and international academic transcripts based on G+PS admission requirements and assesses eligibility for admission.

• Keeps track of the status of applications, liaises with applicants over missing documents and ensures that applications are complete and all timelines for processing applications are met.

• Assists the Graduate Advisor with drafting rejection and unofficial acceptance letters using eVision.

• Organizes graduate student interview day, including scheduling, planning, advertising, coordinating meetings, catering and assisting with travel reimbursements.

Program Administration and Awards

• Monitors students’ milestones and progress towards degree completion and manages student database and files (paper and electronic) with respect to program requirements, written assessment of each student’s progress, leaves, extensions, scholarships and other funding.

• Organizes Student Evaluations of faculty Teaching in the Program’s courses and compiles data for forwarding to the Graduate Advisor.

• Registers students in courses and manages waiting lists for non-BMB Program students.

• Uses the UBC Systems such as Workday to generate class lists, enter grades, and maintain and up-to-date record of students’ awards, biographical and financial data.

• Assists with organizing events related to the graduate program in coordination with the Graduate Adviser and the Program Manager.

• Assists with administering graduate program funds and awards, such as the UBC GSI funds.

• Assists with PhD comprehensive exams, including scheduling.

• Coordinates PhD exit seminars and provides back-up support for BMB and LSI joint seminars.

• Coordinates graduation administration for BMB MSc and PhD students, including resolving any issues in student records and verifying completion of program requirements.

• Prepares an exit survey and collects feedback from graduates to support program improvement.

• Responsible for coordinating graduate student awards: organizing Tri-Agency/AFF MSc and PhD Scholarship as well as internal BMB graduate program award competitions.

• Maintains records of awards made through the Graduate Student Initiative and Four Year Doctoal Fellowship program.

Communication

• Responsible for maintaining faculty and graduate student email lists.

• Updates the BMB Grad Program webpages as required.

• Responsible for Social Media posts on upcoming graduate student events, highlighting award recipients and promoting graduate program in BMB, PhD exit seminars, etc.

• Acts as a point of contact for program information and student services and regularly keeps students and faculty informed of significant graduate student issues, such as funding opportunities, PhD exams, graduation, events, and UBC and BMB program policies. Attends monthly G+PS meetings as required.

• Creates, posts and distributes monthly newsletter.

• Performs other related duties as necessary.

Consequence of Error/Judgement
Exercises judgement and initiative in handling matters of a non-routine nature requiring the interpretation of University, Faculty of Graduate and Postdoctoral, and BMB Graduate Program guidelines, procedures and policies in planning the sequence of duties; the work methods to be employed; and the action to be taken.  Determines eligibility of applications for the Department based on transcripts, both domestic and international, and on the TOEFL/IELTS/etc. score if required.  New or unusual problems are referred to the Administrative Manager and/or Graduate Advisor.
Supervision Received
Work is done under general supervision from the Graduate Advisor and the Dept of BMB Programs Manager.  Performs most duties independently and in accordance with established procedure; occasionally consulting the Administrative Manager with reference to new or complex problems.
Supervision Given
Is not required to supervise; may explain work procedures to new or inexperienced staff.
Minimum Qualifications
High School graduation, plus two year post secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.
- 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

Preferred Qualifications

• Training in stenographic skills and office procedures and practices. 

• A University degree is an asset. 

• Three years of relevant UBC experience preferred. 

• Ability to type at 60 w.p.m.  

• Ability to operate transcribing equipment and other office equipment as may be required in performing of duties; such as; data entry systems; calculators; photocopying machines. 

• Proficiency in the use of English grammar; spelling; and punctuation; proficiency with professional terminology; technical or scientific vocabulary as required for the job. 

• Ability to compose routine correspondence and reports; 

• Experience/ working knowledge of Workday;

• Ability to communicate effectively and tactfully with faculty; staff; students and the public in disseminating and obtaining information; in explaining practices and procedures; ability to coordinate and direct the work of others. 

• Thorough knowledge of policies and procedures set out by the Faculty of Graduate and Postdoctoral Studies.  Knowledge of GRASP an advantage. 

• Word-processing and computer skills to include: Word for Windows basic formatting of characters and paragraphs; structure of sections and documents; page setup: numbering; margins; headers; and footers; inserting special and accented characters; making tables; mail merge; spelling checks; using glossaries.  

• Outlook; creating; sending; forwarding messages; attaching documents and retrieving attached documents. 

• Website maintenance and revisions on the Wordpress platform. 

• Access advanced knowledge for database entry, queries for data acquired from multiple databases for reports.  

• Excel advanced knowledge of database.