Research Graduate Support Administrator - Auxiliary

University of British Columbia•Kelowna, BC

9d•CA$31 - CA$36•Onsite

About The Position

This position provides a wide range of administrative support for research graduate programs within the Faculty of Health and Social Development (FHSD). Responsibilities include managing applications and admissions, student registration, tracking student progress, facilitating degree completion, and data reporting. This is an auxiliary (hourly) position with an expected end date of March 2027. The role supports three School Program Coordinators in the School of Nursing, School of Social Work, and School of Health and Exercise Sciences. The position reports to the FHSD Project and Administration Coordinator and liaises with various university departments such as the AVP Academic and Research Office, College of Graduate Studies, Centre for Scholarly Communication, Centre for Teaching & Learning, Library, and IT, Media and Classroom Services.

Requirements

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.

Nice To Haves

Undergraduate degree, minimum of three years experience, or an equivalent combination of education and experience.
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.
Strong attention to detail, accuracy, and presentation of information.
Excellent customer service skills.
Effective oral and written communication, problem-solving, interpersonal, multitasking, and organizational skills.
Knowledge of university policies and procedures.
Demonstrated ability to work under pressure and meet deadlines while being courteous and helpful.
Ability to work both independently and within a team environment, exercising tact and discretion when handling sensitive or confidential issues.

Responsibilities

Provides support to FHSD and UBC policies, initiatives, and processes to ensure the appropriate outcomes for research graduate programs.
Offers general information, academic program options, transfer credit advice, and course selection/registration guidance to current and prospective graduate students.
Performs preliminary assessments of graduate applications using electronic platforms (e.g., e-Vision), calculates GPAs, assesses prerequisites, and verifies international qualifications.
Assists students with course selection and registration for FHSD research graduate programs.
Ensures the proper and accurate submission of student and faculty administrative forms.
Administers, updates, processes, and maintains student records and databases, ensuring appropriate archiving and management of FHSD graduate student records.
Collaborates with UBC Student Information Services Centre (SISC) to input, maintain, and manage student information.
Works 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 issues, discrepancies in academic records, and ensure student degree requirements are met.
Collaborates with the Faculty Service Centre (FSC) and/or SISC to disseminate class notices and verify grade submissions.
Works with IT, Media and Classroom Services to resolve arising issues.
Assesses and escalates unusual student-related queries as needed.
Records and tracks student performance, notifying the School Graduate Program Coordinator of withdrawals or provisional/probationary standings.
Supports the process of assigning and monitoring graduate awards and scholarships as directed.
Supports the coordination of activities related to graduate student exams, exam supervision, faculty evaluations, and final exam coordination as directed.
Schedules committee meetings for research graduate matters, drafts agendas, records and transcribes meeting minutes, and coordinates action items.
Maintains information flow to students, notifying them of critical dates and deadlines such as progress reports, supervision dates, registration, and graduation deadlines.
Assists in setting and managing graduate program schedules and timetables, revising course timetabling in response to program and policy changes.
Collects and compiles course outlines, supports the quality assurance process, and provides support with faculty course evaluations.
Provides short-term administrative support to cover other administrators within the FHSD Admissions portfolio when required.
Provides short-term administrative support for wider FHSD activities and initiatives when required.